Tent rental companies usually send a quote after a phone call or site visit, once they know the guest count, date, and location. Clients often get several quotes and compare tent size, included services, and add-ons, so a clear itemized estimate helps you stand out and avoids misunderstandings later.
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
Upload logo
PDF will be generated with filename:
Invoice_1001_Client_2026-10-14.pdf
A 20x40 frame tent seats fewer guests than clients expect. Stating size and approximate seating for rounds or rows sets realistic expectations.
Clients compare totals, so spell out what the base price covers and what costs extra.
Stakes require utility locates and may not be allowed on some surfaces, so ballast pricing and limits should be clear.
Specifies when the tent goes up and comes down, and what happens if the site is not ready or the client wants it to stay longer.
Sidewalls, flooring, lighting, heating, cooling, and furniture should be listed so clients can pick options without surprises.
Clearing the site, marking sprinklers, getting permits, and providing power are common sources of disputes if not stated.
Explains when you may refuse to install or require takedown for safety, and how that affects fees.
| Service | Priced | Typical range |
|---|---|---|
| 20x20 frame tent, installed | flat fee | $350-700 |
| 20x30 or 20x40 pole or frame tent, installed | flat fee | $600-1,400 |
| 40x60 or larger clearspan or pole tent, installed | flat fee | $2,000-5,500 |
| Sidewalls (solid or window) | per linear foot | $1.50-4 |
| Tent flooring (subfloor or interlocking) | per sq ft | $2-5 |
| Lighting (string, chandelier, or uplighting) | per fixture or per package | $25-600 |
| Portable heater or AC unit | per unit per event | $150-500 |
| Extra delivery beyond included radius | per mile | $2-4 |
Typical US ranges. Rates vary by region, experience, and job size.
Present a basic tent, a package with sidewalls and lighting, and a full setup with flooring and climate control. Clients tend to choose a middle option when they can see the difference.
For large tents or tricky sites, charge a site visit fee and credit it toward the rental if the client books.
Saturdays in May, June, September, and October often book first. Many companies add a peak season premium or require larger deposits for those dates.
Inventory is limited and a quote that sits open for weeks can cost you a booking. A 14 to 30 day validity window is common.
For standard backyard tents, a visit is usually free. For large or commercial installs, many companies charge a fee and credit it back if the customer books.
Typically 14 to 30 days, or until another customer books the same date. Put an expiration date on the quote and state that the date is only held once a deposit is received.
State in the quote that changes to size, layout, or add-ons will be repriced. Update the estimate in writing and have the client approve it before you adjust inventory.
If your area requires permits or fire inspections for tents above a certain size, note who is responsible. Either quote the fee as a separate line or state clearly that the client must obtain it.
Use the Tent Rental invoice template to bill the client, or convert this estimate once it's approved.
Tent Rental invoice template