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Document examples
Rental Quote Template for Heavy Equipment, Built with ExtraflowDoc
A real equipment hire quote — daily and weekly rates on one document, rental 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 heavy equipment rental quote template
All 6 pages of the real quote — cover, fleet introduction, project information and rental pricing, equipment spec sheets, and hire terms. Click any page to view it full-screen.
Quote header & fleet
Project info & rental pricing
Equipment spec sheets
Special rental terms
Closing page
What's inside
What's inside this rental 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 rental yard and the hirer.
Project information & site conditions
Job name, location, and a scope note covering site access, ground conditions, power supply, and the availability caveat on pricing.
Line items with rental periods
Each machine with its quantity, rate, rental period, and the exact start and end dates the hirer is paying for.
Attachments under each machine
Jackhammer, grapples, and rakes listed beneath the excavator they belong to, with a photo of the unit on the same row.
Equipment spec sheets
Power, size, and visibility for every machine quoted, side by side with its photo — so the hirer can check it fits the site.
Special rental terms
Mobilization access, notice period, ground conditions, consumables, optional attachments, and travel fees — agreed before the float arrives.
How the numbers work
How this rental quote adds up
Rental pricing is where a generic quote template gives up. This one bills two machines on two different rate units and still reconciles to the cent.
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 a rental start of 11/11/2024 and an end of 12/09/2024, 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 rental quotes
Equipment rental yards 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 rental 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
Rental 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 rental 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 finished PDF
Edit blocks, pricing, and content live, then export a polished PDF that matches exactly what you built. Drag the handle to compare.
Everything 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 rental coordinator's documents consistent.
Convert quote to invoice
Turn a won hire 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 catalog
Search and add products
Search your fleet catalog and add machines with one click.
Products and variations
Add a machine with all of its variations and rate tiers at once.
Images autopopulate
Equipment photos already in your catalog appear on the document, as this example's spec sheets show.
Custom line items
Unique line items
Add one-off items — mobilization, an operator day, a specialist attachment — that aren't in your catalog.
Rich descriptions & images
Detailed, formatted descriptions with their own photos.
Item-level tax & discounts
Set tax, discount, and custom fields per line item, exactly as this example's 10% and 4% do.
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 short-term and long-term hire options 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 — the rental maths behind this example's line totals.
Volume discounts
Discount rules that apply automatically once quantity crosses a threshold.
Tiered pricing
Define rate tiers per machine so the right daily, weekly, or monthly rate applies without a manual lookup.
Taxes & fees
Line-item tax
Apply tax per machine or service line, the way each line here is marked 4% exclusive.
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 hirers, 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.”
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Frequently asked questions
Everything you need to know about creating rental 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, project information and site conditions, equipment line items with rental periods and totals, spec sheets for each machine, special rental terms, and a closing page.
Is this rental 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 rental 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. Sales 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 the rental start and end dates on the line item?
Yes. This example prints a rental start of 11/11/2024 and an end of 12/09/2024 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 jackhammer, grapples, and rakes as a numbered list beneath it, with the unit's photo on the same row.
Can I include equipment 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 rental 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 rental too?
Yes. The structure — rated line items, a rental period, per-line tax, and hire terms — is the same whatever you rent out, and ExtraflowDoc is localized into 30 languages with line-item VAT, GST, PST, and sales tax support.
Ready to quote faster?