Equipment hire receipt template
Equipment hire receipt template for plant and tool hire: machine and attachment per day, transport, damage waiver, meter readings and the payment received.
Templates by industry
- Mini excavator, 1.5 t, per day
- Hydraulic breaker attachment, per day
- Delivery and collection by low-loader
- Damage waiver, per day
Preparation guide
Example workflow
Match the payment to the invoice
Example: check the payment for "Mini excavator, 1.5 t, per day" against the invoice it settles: the invoice number, the amount received and any balance still owed.
Record the payment
Enter the payment date, the payment method and the amount received, and check each line this payment covers, down to "Damage waiver, per day".
Send the receipt
Send the receipt to the customer and mark the invoice as paid; if a balance remains, keep the invoice open for it.
Hiring a mini excavator for a weekend job involves more than a day rate: the attachment, the low-loader that brings it, a damage waiver and often a meter reading that decides whether extra hours are due. Customers pay at collection or return and need a receipt that shows each of these. This template prices the machine and the attachment by the day, keeps transport and the waiver apart, and leaves room for the meter readings out and in.
Fields to prepare
- Deliverables and line items
- Mini excavator, 1.5 t, per day, Hydraulic breaker attachment, per day, Delivery and collection by low-loader, Damage waiver, per day: the lines this payment covers, as they appear on the invoice it settles.
- Mini excavator, 1.5 t, per day
- Give the fleet number and the hire dates; a day usually allows a set number of engine hours, so write that limit too.
- Hydraulic breaker attachment, per day
- List each attachment with its own day count, since customers often return the breaker before the machine.
- Delivery and collection by low-loader
- Price delivery and collection together or as two trips, but say which, and give the site address it went to.
- Damage waiver, per day
- Say what the damage waiver covers and the excess that still applies, so the customer is not surprised later.
- Payment details
- Record the payment date, the method (bank transfer, card or cash) and the amount received, exactly as it arrived.
- Invoice reference
- Quote the number of the invoice this payment settles; for a part payment, note the balance still owed.
- Scope to agree
- Record the machine’s fleet or serial number, the days on hire and the meter reading at return, and say what the damage waiver does and does not cover.
Before sending
- Does “Mini excavator, 1.5 t, per day” match the line on the invoice this payment settles?
- Has the money for “Hydraulic breaker attachment, per day” actually arrived, in full or in part?
- Is “Delivery and collection by low-loader” shown at the amount received, with any balance still owed noted?
Show 4 more
- Does “Damage waiver, per day” match the line on the invoice this payment settles?
- Confirm the money has actually arrived before you issue the receipt.
- Check that the amount received matches the invoice, and note any difference as a balance or an overpayment.
- Quote the invoice number it settles, and keep receipt numbers in a sequence of their own.
Worked example with sample figures
The figures below are invented to show how the template adds up: 4 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Mini excavator, 1.5 t, per day | 3 × $180.00 | $540.00 |
| Hydraulic breaker attachment, per day | 2 × $65.00 | $130.00 |
| Delivery and collection by low-loader | 1 × $140.00 | $140.00 |
| Damage waiver, per day | 3 × $18.00 | $54.00 |
| Subtotal | $864.00 | |
| Sales tax (8%) | $69.12 | |
| Total | $933.12 | |
Amount received $933.12, of which sales tax $69.12.
What the document must show
The details a receipt has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: What a receipt must show (and receipt vs invoice)
Frequently asked questions
The customer kept the machine an extra day. Do I issue a new receipt?
Issue a receipt for the extra day when it is paid, quoting the first receipt. If everything is settled at return, one receipt covering all the days is clearer.
Should the hire deposit appear on this receipt?
Show it in the notes as held, not as a line, because it is not your income unless something is kept. When it goes back, a separate deposit refund receipt records that.
How is the sales tax worked out on this receipt?
The worked example above uses an example rate of 8%: $69.12 on a net amount of $864.00, for a total of $933.12. The editor recalculates all three when you change a quantity, a price or the country.
Is a receipt the same as an invoice?
No. An invoice asks for payment; a receipt confirms a payment you have received. Issue it after the money arrives, quote the invoice number it settles, and show any balance still owed.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.
Read next
Reading for the Equipment hire receipt template: What a receipt must show (and receipt vs invoice) and Unpaid invoice: follow-ups, part payments and statements. To add tax or check a total, use the VAT and GST calculator.