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Document examples
Rental Quote Template for Plant Hire, Built with ExtraflowDoc
A real plant hire quote — daily and weekly rates on one document, hire periods pro-rated from the dates, spec sheets and hire terms included. See exactly how it's built, then create your own from a Pipedrive or monday.com deal.
Free plan available. No credit card required.
Real example
Explore the plant hire quote template
All 6 pages of the real quote — cover, fleet introduction, site information and hire pricing, machine spec sheets and hire terms. Click any page to view it full-screen.
Quote header & fleet
Site info & hire pricing
Machine spec sheets
Special hire terms
Closing page
What's inside
What's inside this plant hire quote
Built from ExtraflowDoc's flexible page blocks, so every section below can be edited, reordered or reused in your next hire quote.
Quote header & both parties
Quote number, issue date, valid-until date, your logo and full contact details for the hire desk and the hirer.
Site information & ground conditions
Job name, location and a scope note covering access, ground conditions, power supply and the availability caveat on pricing.
Line items with hire periods
Each machine with its quantity, rate, hire period and the exact on-hire and off-hire dates the hirer is paying for.
Attachments under each machine
Breaker, grapples and rakes listed beneath the excavator they belong to, with a photo of the machine on the same row.
Machine spec sheets
Power, size and visibility for every machine quoted, beside its photo — so the hirer can check it suits the site.
Special hire terms
Access for delivery and collection, notice period, ground conditions, consumables, optional attachments and travel fees — agreed before the low-loader arrives.
How the numbers work
How this hire quote adds up
Hire pricing is where a generic quote template gives up. This one bills two machines on two different rate units and still reconciles to the penny.
The period is pro-rated, not rounded up
Two skid steers on a $4,000.00 weekly rate, hired for 4 weeks 1 day — 29 days, not 5 weeks. The line works out to $33,142.86, and a 10% discount brings it to $29,828.57.
Daily and weekly rates on one document
The PC240LC excavator bills a different way entirely — $8,000.00 a day for 8 days, or $64,000.00 — and sits on the same table as the weekly-rated skid steers.
Dates on the line, not just a duration
The skid steer line prints an on-hire date of 11/11/2024 and an off-hire date of 09/12/2024, so the hirer can check the period against their own programme before signing.
Tax marked per line, then shown in full
Each line is flagged 4% exclusive, and the summary applies 4.00% to the $93,828.57 subtotal — adding $3,753.14 for a $97,581.71 total.
Solution
ExtraflowDoc — the solution for creating hire quotes
Plant hire companies use ExtraflowDoc to turn a Pipedrive or monday.com deal into a polished, signed hire quote — without leaving the CRM or rebuilding the same fleet spec sheets for every job.
Price by day, week or month
Set a rate and a hire period per line; the total is calculated from the dates, so a 29-day hire bills as 29 days.
Autofill hirer & site data
Company name, contact details and any custom field flow in from the Pipedrive or monday.com deal automatically — no retyping.
Quote, contract and invoice from one editor
Hire quotes, hire agreements, delivery notes and invoices — all built from the same blocks, so your paperwork matches.
Collect e-signatures
Send the quote for signature and watch its status update in real time — no separate e-signature tool.
Save it as a hire quote template
Turn this document into a reusable template so every new hire starts from the same on-brand structure and fleet spec sheets.
See the transformation
The same document: in the editor and in the final PDF
Edit blocks, pricing, and content live, then export a polished PDF that matches exactly what you built. Drag the slider to compare.
All in one place
ExtraflowDoc — everything you need to close more deals
Every feature that turns a CRM deal into a signed, on-brand quote, grouped by what it does.
Document creation & templates
All document types
Estimates, quotes, proposals, invoices, agreements, purchase orders, delivery notes, work orders, and custom documents.
Templates
Save any document as a reusable, on-brand template.
Team access
A shared template library keeps every rep's documents consistent.
Convert quote to invoice
Turn a won quote into an invoice in one click, with every line item carried over.
Autopopulate from the deal
Company and manager
Your company details and the assigned rep populate automatically.
Client data
Contact information flows from the deal into the document — no retyping.
Custom fields
Any Pipedrive or monday.com custom field can populate anywhere in the document.
Deal products
Products already attached to the deal populate into the document in one click.
Product catalogue
Search and add products
Search your product catalogue and add items with one click.
Products and variations
Add a product with all of its variations and pricing tiers at once.
Images autopopulate
Product photos already in your catalogue appear on the document.
Custom line items
Unique line items
Add one-off products or services that aren't in your catalogue.
Rich descriptions & images
Detailed, formatted descriptions with their own photos.
Item-level tax & discounts
Set tax, discount, and custom fields per line item.
Multi-page documents
Covers & galleries
Full-image pages and photo galleries with descriptions.
Tables & custom fields
Structured pricing tables and any custom field your CRM provides.
Multiple quotation tables
Lay out standard and premium packages side by side in one document.
Signatures & payment details
Signature blocks, notes, and payment details on the same document.
Pricing & CPQ
Direct, markup, or margin pricing
Price a line item directly, from cost plus markup, or from a target margin.
Calculated fields
Custom formulas like price × quantity × days for rentals and time-based work.
Volume discounts
Discount rules that apply automatically once quantity crosses a threshold.
Tiered pricing
Define pricing tiers per product so the right rate applies without a manual lookup.
Taxes & fees
Line-item tax
Apply tax per product or service line.
Document-level tax
Apply one tax rate across the whole document.
Multiple taxes per document
Combine region-specific tax rules — GST + PST, VAT with reverse charge, and more — on one document.
E-signatures
Request from any document
Send for signing directly from the deal and see status update in real time.
Multiple signers
Collect sign-off from clients, partners, and internal approvers in one workflow.
Audit trail
Every signature ships with email verification and a timestamp.
Export & sharing
PDF export
Download a polished, print-ready PDF in one click.
Secure link sharing
Share documents through a secure web link — no attachment needed.
Instant generation
Documents are ready in seconds, every time.
See ExtraflowDoc in action (1:42)
Customer story
Trusted by teams that quote every day
“Extra Flow Doc has been a great tool for me and has really improved the way I use Pipedrive. The integration works smoothly, and generating documents and automating processes has become much easier and more efficient for me and the team I work with.”
More examples
Explore more document examples
See what quotes, proposals, and estimates look like in practice, and use them as a starting point.
CNC Machinery & Equipment Quote Example
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View CNC Machinery & Equipment Quote example
HVAC System Replacement Proposal Example
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Residential Roof Replacement Quote Example
Detailed quote with materials, labour, and totals — clear for both your team and the client.
View Residential Roof Replacement Quote example
Painting and Decorating Quote Template
Labour itemised room by room, paint and materials costed separately, tax and terms in the open.
View Painting and Decorating Quote Template exampleSupport
Frequently asked questions
Everything you need to know about creating hire quotes with ExtraflowDoc.
What's included in this rental quote template?
A cover page, a quote header with both parties and a valid-until date, a fleet introduction, site information and ground conditions, machine line items with hire periods and totals, spec sheets for each machine, special hire terms and a closing page.
Is this hire quote template free to use?
Yes. Open it in the ExtraflowDoc editor and start from it on the Free plan — up to 5 documents a month, no credit card required.
How is the hire period priced in this example?
From the dates, not a round number of weeks. The two skid steers are on a $4,000.00 weekly rate hired for 4 weeks 1 day — 29 days — so the line pro-rates to $33,142.86 before a 10% discount brings it to $29,828.57.
Can I mix daily, weekly and monthly rates on one quote?
Yes, and this example does. The skid steers bill on a pro-rated weekly rate while the PC240LC excavator bills at $8,000.00 a day for 8 days, or $64,000.00 — both on the same table.
How do the line items add up to the total?
The two lines come to a $93,828.57 subtotal before tax. Tax of 4.00% on that adds $3,753.14, for a $97,581.71 total — the rate, the base it applies to and the result are all printed.
Can I show on-hire and off-hire dates on the line item?
Yes. This example prints an on-hire date of 11/11/2024 and an off-hire date of 09/12/2024 under the machine, so the hirer can see exactly which period they're paying for.
Can I list attachments under the machine they belong to?
Yes. The excavator line carries its breaker, grapples and rakes as a numbered list beneath it, with the machine's photo on the same row.
Can I include machine specs and photos in the quote?
Yes. The spec sheet pages give each machine its power, size and visibility notes next to its photo, built from the same image and text blocks as the rest of the document.
Can I apply a discount or tax to a single machine?
Yes. Both are set per line item — here the skid steer line carries a 10% discount, and each line is marked 4% tax exclusive.
Can hirers sign the quote electronically?
Yes. Send it for e-signature directly from the CRM and track its status in real time — no separate e-signature tool required.
Does this work for tool, event or vehicle hire too, and does it handle VAT?
Yes. The structure — rated line items, a hire period, per-line tax and hire terms — is the same whatever you hire out, and ExtraflowDoc is localised into 30 languages with line-item VAT, GST, PST and sales tax support.
Ready to quote faster?