Rental customers usually ask for a quote when they are planning a project, an event, or a job bid and need a total cost before they commit. They often compare day versus week rates, delivery charges, and what is included across two or three yards. A written quote that shows the full cost keeps the lowest base rate from winning over a more complete price.
When to use estimates: Use estimates to provide project quotes and get client approval before starting work. Once approved, convert your estimate to an invoice with one click to collect payment.
Create an invoice for payment collection
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Invoice_1001_Client_2026-10-14.pdf
Customers compare machines by capacity, so be specific about what they get and which attachments cost extra.
State the start, end, and whether the price is a day, week, or month rate so the total is predictable.
This prevents surprise charges when a machine is worked harder than the customer expected.
Tight sites, long distances, or the need for a lowboy trailer change the price, and the customer must confirm the site can accept the unit.
Say whether the unit must be returned full and clean, and which items such as blades or propane are billed separately.
Many customers need to know upfront what is held, what coverage is optional, and whether proof of their own insurance is required.
Rental equipment is time-sensitive, and a quote does not guarantee a unit until it is reserved.
| Service | Priced | Typical range |
|---|---|---|
| Compact skid steer or mini excavator rental | per day | $250-450 |
| Scissor lift (19-26 ft) | per day | $150-300 |
| Portable generator (5-10 kW) | per day | $75-175 |
| Pressure washer or floor sander | per day | $50-125 |
| Hand and power tools (demo hammer, tile saw, plate compactor) | per day | $40-120 |
| Delivery and pickup | flat fee or per mile | $50-200 or $3-6/mile |
| Damage waiver | percent of rental | 8-15% |
| Party tent or table and chair package | per event | $150-600 |
Typical US ranges. Rates vary by region, experience, and job size.
If a 5-day job costs nearly as much as a weekly rate, point it out. It builds trust and often secures the longer booking.
List rental, delivery, waiver, fuel policy, and tax together. Customers comparing quotes will see the true cost and your price will look honest.
Set a minimum charge, such as a half-day or one-day minimum, so delivery and prep time on short rentals is covered.
Spring construction and holiday event seasons strain inventory. Hold units only with a deposit and set clear cancellation terms.
Quotes are normally free. For reservations of large equipment or event gear, a deposit or a cancellation fee protects you if the unit would otherwise sit idle.
Typically 7 to 30 days for standard equipment, and shorter in busy seasons. State an expiration date and note that availability is confirmed only when the booking is reserved.
Include a line saying that changes in rental length, equipment, or delivery location may change the price. Send an updated quote when the scope changes so the final invoice matches.
Yes, and many customers prefer it. Base it on a realistic estimate of delivery distance and time, and note the included hours and the return condition so the flat price holds.
Use the Equipment Rental invoice template to bill the client, or convert this estimate once it's approved.
Equipment Rental invoice template