How do I make an equipment rental invoice?

Tell Clodou the customer, each item with its rental period and rate, delivery and any waiver, such as mini excavator, 1 week at $1,450, delivery and pickup at $250. It writes each line, prints your logo, your business details and your terms, and numbers the invoice in your sequence. There is no equipment rental invoice template to fill in, and if a rate is missing, Clodou asks instead of guessing.

Can I add fuel and extra hours after the return?

Yes, while the invoice is a draft: give the extra hours, fuel or cleaning with your prices and Clodou adds the lines and works out the total again. Once an invoice is sent, Clodou no longer changes it, so invoice later charges on a new invoice.

How do I bill a rental that runs for months?

Invoice each four-week period as it ends, with the dates in the line, such as skid steer, 4 weeks from May 5, $2,600. For a fixed monthly price, a retainer prepares one draft invoice a month for you to check; pause it when the machine comes back.

Does Clodou track my fleet or availability?

No. Clodou has no availability calendar, reservations, fleet or maintenance tracking, hour-meter readings, delivery dispatch or signed rental contracts, and it does not take card payments or deposits. It handles the business side: customers, quotes, invoices, payments, expenses and tasks.

Can I put a purchase order number on the invoice?

Yes. Give the PO number and Clodou puts it in the note, or in the line if you prefer, such as PO 5521. If a customer asks for it after the invoice is a draft, add it to the draft before you send it.

Free covers up to 5 clients and 20 AI actions a month, with no separate cap on quotes and invoices (making them in the chat uses AI actions). Solo, with your payment link on invoices, is $29 a month per workspace. Team, with 5 seats and automatic reminders, is $79 a month. Prices are in USD, and the first 14 days are a free Team trial.

Who it's for / Equipment & tool rental

Equipment rental invoices, from delivery to the hour meter at return

Equipment and tool rental companies price each machine by the day, the week or the four-week month, with delivery and pickup on top, often a damage waiver as a share of the rental, and charges at return for fuel, cleaning or hours run above what the rate includes. Contractors usually rent on account with a purchase order and pay at 30 days, and long rentals are billed every period while the machine is out. Tell Clodou what went out and at what rate: it writes the quote and the invoice, adds the return charges on the draft and keeps track of who still owes.

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Sound familiar?

Day, week and month rates worked out by hand for every rental
Fuel, cleaning and extra hours found at return and never added to the invoice
Contractors on 30-day terms, and no single list of which rentals are unpaid
Purchase order numbers asked for after the invoice went out

How Clodou helps

Rentals with delivery and the waiver

"Quote Ridge Builders: mini excavator for 1 week at $1,450, delivery and pickup at $250 and the damage waiver, 12% of $1,450, $174" writes three lines, $1,874. Clodou uses your rates; it never picks a rate or a waiver.

Return charges on the draft

Turn the quote into a draft invoice when the machine goes out. At return, add the extra hours, fuel or cleaning to the draft at your prices, and Clodou works out the total again before you send it.

Accounts on 30-day terms

Add each contractor as a client, with their accounts payable contact, and put their purchase order number in the note. Ask "which invoices are overdue?" to see each rental still unpaid, with what is owed.

How equipment & tool rental bill, and how Clodou handles it

Day, week and four-week rates

Most rental companies price each item by the day, the week and the four-week month, with the longer rates cheaper per day. Give Clodou the period and the rate you charge, such as mini excavator, 1 week, $1,450, or 3 days at $395. It writes the line as you give it and never works out the cheapest rate by itself. For a long rental, invoice each four-week period as it ends, or set up a retainer for a fixed monthly price.

Delivery, waivers, fuel and extra hours

Delivery and pickup are billed by distance or as a flat fee, and many companies add a damage waiver as a share of the rental. At return, machines that come back with less fuel, need cleaning or ran more hours than the rate includes are charged extra. Give each its own line with the amount you work out, such as extra hours, 6 at $45, and add them to the draft before you send it. Clodou never adds a charge by itself.

Accounts, purchase orders and deposits

Contractors usually rent on account with a purchase order and pay at 30 days: put the PO number in the note and set the due date to their terms. Walk-in customers often leave a card hold or a security deposit, which is handled by your payment terminal: Clodou does not hold or refund deposits. Whether rentals and waivers are taxed where you work is for you to check with your accountant; Clodou applies the rate you set, per line if needed.

A week's excavator rental, from quote to return

Step 1
Quote Ridge Builders: mini excavator for 1 week from April 7 at $1,450, delivery and pickup at $250 and the damage waiver, 12% of $1,450, $174. PO 5521 in the note.
Finds Ridge Builders and creates quote DEV-0068 with three lines: mini excavator, 1 week from April 7, $1,450.00; delivery and pickup, $250.00; damage waiver, 12% of $1,450, $174.00. No tax is set on this workspace, so the total is $1,874.00, with PO 5521 in the note.
Step 2
We delivered it today. Turn DEV-0068 into an invoice; I'll send it at return.
Creates draft invoice INV-0517 for $1,874.00 with the same lines and note, plus a reference to DEV-0068. It stays a draft until you send it.
Step 3
It came back with 6 hours over the meter allowance and the tank 12 gallons short. Add 6 extra hours at $45 and refueling, 12 gallons at $5.50, to INV-0517.
Adds two lines to draft INV-0517: extra hours, 6 at $45, $270.00; refueling, 12 gallons at $5.50, $66.00. The total is now $2,210.00.
Step 4
I sent INV-0517 to Ridge Builders, due in 30 days.
Sets the due date 30 days from today and marks INV-0517 as sent. $2,210.00 stays on the list of what is owed until you record the payment.

Just ask

Quote Ridge Builders: mini excavator for 1 week at $1,450, delivery and pickup at $250 and the damage waiver, 12% of $1,450, $174

The excavator came back: add 6 extra hours at $45 and refueling, 12 gallons at $5.50, to the draft

Which invoices are overdue?

Questions

How do I make an equipment rental invoice?: Tell Clodou the customer, each item with its rental period and rate, delivery and any waiver, such as mini excavator, 1 week at $1,450, delivery and pickup at $250. It writes each line, prints your logo, your business details and your terms, and numbers the invoice in your sequence. There is no equipment rental invoice template to fill in, and if a rate is missing, Clodou asks instead of guessing.
Can I add fuel and extra hours after the return?: Yes, while the invoice is a draft: give the extra hours, fuel or cleaning with your prices and Clodou adds the lines and works out the total again. Once an invoice is sent, Clodou no longer changes it, so invoice later charges on a new invoice.
How do I bill a rental that runs for months?: Invoice each four-week period as it ends, with the dates in the line, such as skid steer, 4 weeks from May 5, $2,600. For a fixed monthly price, a retainer prepares one draft invoice a month for you to check; pause it when the machine comes back.
Does Clodou track my fleet or availability?: No. Clodou has no availability calendar, reservations, fleet or maintenance tracking, hour-meter readings, delivery dispatch or signed rental contracts, and it does not take card payments or deposits. It handles the business side: customers, quotes, invoices, payments, expenses and tasks.
Can I put a purchase order number on the invoice?: Yes. Give the PO number and Clodou puts it in the note, or in the line if you prefer, such as PO 5521. If a customer asks for it after the invoice is a draft, add it to the draft before you send it.
What does it cost?: Free covers up to 5 clients and 20 AI actions a month, with no separate cap on quotes and invoices (making them in the chat uses AI actions). Solo, with your payment link on invoices, is $29 a month per workspace. Team, with 5 seats and automatic reminders, is $79 a month. Prices are in USD, and the first 14 days are a free Team trial.

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Your whole back office, in one chat

Every new workspace starts with a 14-day trial of Team, no card required. Then stay on Free: up to 5 clients and 20 AI actions a month; quotes and invoices have no separate cap, and making them in the chat uses AI actions.

Free: $0. Solo: $29 a month. Team: $79 a month with 5 seats. Prices per workspace, in USD.

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