Payments, invoicing, and security deposits
Equipment Rental Invoicing Software Built Into Every Rental Order
Create invoices from rental orders, take payments, and track the security deposit on each rental, in the same system where you book the equipment. See what every customer has paid and what is still due without matching spreadsheets to paperwork.
Payments and invoicing are included on the Professional ($79/month) and Business ($149/month) plans. Product screens show sample data for illustration.
What Is Equipment Rental Invoicing Software?
Equipment rental invoicing software turns a rental into a bill. It takes what was rented, for how long, and at what price, produces an invoice your customer can pay, and keeps track of whether they have. For a rental business, the invoice should come from the rental order itself, so the equipment, the dates, and the amount always match.
Where Rental Billing Breaks Down
Billing problems rarely start with the invoice. They start when the rental and the bill live in different places.
Invoices retyped from rental slips
When someone copies the rental into a separate invoice template, rental days, items, and fees get missed or mistyped, and the customer is the first to notice.
Nobody knows what is still owed
Paid and unpaid invoices end up in a spreadsheet that is only as current as the last person who updated it.
Deposits written on paper
If deposits are noted on the rental slip, it is hard to see which rentals have a deposit recorded and what each customer has paid.
What to Look For in Equipment Rental Invoicing Software
Before you choose, check that the software offers:
- Invoices created from the rental order, not retyped
- Items, rental duration, fees, and tax on every invoice
- A clear paid or pending status on each invoice
- Security deposits tracked against the rental they belong to
- Payment history and balances for each customer in one place
- Billing in the same system as inventory and bookings, so there is nothing to keep in sync
Invoicing, Payments, and Deposits in One System
Invoices created from rental orders
Every booking creates a rental order tied to the customer and the equipment. Create the invoice from that order, so the items and rental dates on the bill match what went out.
Clear invoice details
Each invoice shows the items, rental duration, fees, tax, and total, so customers can see what they are paying for and your team can answer billing questions quickly.
Take payments in the same system
Take payments and send invoices from the same system you use to manage the rental, instead of switching between tools, so payment history stays next to the rental.
Paid or pending, at a glance
Every invoice shows whether it is paid or pending. Customer history and balances sit in one place, so you can see who owes what before you book their next rental.
Security deposits tracked per rental
Record the security deposit with each rental, so you always know which rentals have a deposit and what each customer has paid. Deposits sit next to the invoice and the rental order, not on a separate sheet.
Connect billing to your other tools
Integrations are included on Professional and Business. Tell us which tools your team relies on and we will confirm what connects to your setup.
How Equipment Rental Invoicing Works
Book the rental
The booking creates a rental order tied to the customer and the equipment.
Create the invoice
Build it from the rental order, with items, rental duration, fees, tax, and total.
Track deposit & payment
Record the security deposit with the rental and take payment in the same system.
See what is paid
Each invoice shows paid or pending, and the customer's history and balances stay in one place.
Who Uses Equipment Rental Invoicing Software
Construction and heavy equipment rental
Contractors rent machines for days or weeks. Invoices built from the rental order keep durations and fees accurate.
construction equipment rental softwareParty and event rental
Event orders come with deposits and balances to keep track of before and after each event.
party rental softwareTool rental
Busy counters handle many short rentals. An invoice from each rental order keeps every one accounted for.
tool rental softwareWhich Plan Includes Payments and Invoicing
| Plan | Payments, invoicing, and deposits | Also includes |
|---|---|---|
| Starter, $39/month | Not included | Inventory, real-time availability, bookings, customer management, rental orders, basic reporting, 2 users, 1 location |
| Professional, $79/month | Included | Everything in Starter, plus online booking, equipment maintenance, advanced reporting, integrations, 5 users, 1 location, priority support and chat |
| Business, $149/month | Included | Everything in Professional, plus unlimited users and multiple locations |
Starter and Professional start with a 14-day free trial. Business starts with a demo.
Equipment Rental Invoicing Software FAQ
What is equipment rental invoicing software?
Equipment rental invoicing software creates invoices for rentals, records payments, and tracks what each customer still owes. In Equipment Rental Software, invoices are created from rental orders, so the equipment, rental dates, and amounts match the booking.
What should an equipment rental invoice include?
A clear rental invoice lists the items rented, the rental duration, any fees, tax, and the total, and shows whether it is paid or pending. Our invoices show each of these.
Which plan includes payments and invoicing?
Payments and invoicing are included on the Professional plan ($79/month) and the Business plan ($149/month). They aren't part of Starter, which covers inventory, availability, bookings, customers, and rental orders.
Can I track security deposits?
Yes, on the Professional and Business plans. The security deposit is tracked per rental, next to the invoice and the rental order, so you can see what each customer has paid.
Can I see which invoices are paid and which are pending?
Yes. Each invoice shows a paid or pending status, and customer history and balances are kept in one place.
Does it connect to accounting software?
Integrations are included on the Professional and Business plans. Tell us which accounting or payment tools you use and we will confirm what connects to your setup.
Is equipment rental invoicing the same as billing?
The terms are often used interchangeably. Billing usually means the whole process of charging customers, and invoicing is the step of creating and sending the invoice. Our payments and invoicing features cover both: invoices from rental orders, payments, deposits, and balances.
Get Paid for Every Rental
Start a 14-day free trial on Professional to create invoices from your rental orders, or book a demo and we will walk through billing with your own equipment and customers. Questions? Call (708) 562-1403 or email hello@equipmentrentalsoftware.io.