Accounting and invoicing for event equipment rental
Lights, sound, stages, tents, bouncy castles and photo booths: rental firms rent out material by the day, deliver and collect and have a lot of capital tied up in equipment. Saldiqo writes rental invoices with a delivery note, issues deposits and records purchases and repairs.
What comes up for event equipment rental firms
Rental per day
Material is rented by the day, with delivery, set-up and collection.
Security deposit and damage
A deposit secures the material. Damage has to be documented and billed.
Tied-up capital
Equipment is expensive and rented out over years. Depreciation and maintenance are important cost types.
How Saldiqo helps
- Rental invoice with delivery noteMaterial, days, delivery, set-up.
- Deposit and advance paymentQuote, deposit invoice, final invoice.
- Maintenance and repairReceipts per device as a cost centre.
Typical invoice lines
Examples that often appear on invoices in this industry. You set the prices yourself.
- PA system, rental 2 days
- Delivery and collection, flat fee
- Set-up and briefing
- Photo booth with printer, rental 1 day
- Damage compensation as per receipt
- Security deposit 200, refund follows
Tax and invoicing in Ireland
What applies to invoices in Ireland, in short. As of October 2026.
- VAT
- Standard rate 23 %, reduced rates 13.5 % and 9 %, 4.8 % for livestock, and 0 %. Since 1 July 2026 a 9 % rate applies to restaurants, catering, hot takeaway food and hairdressing, excluding alcohol and soft drinks.
- VAT registration
- Registration is required above €42,500 a year for services and above €85,000 for goods, if at least 90 % of turnover comes from goods. Saldiqo leaves VAT off your invoices while you are below the threshold and shows how much room is left.
- What goes on an invoice
- Registered businesses show their VAT number. Sole traders and partnerships providing services show their tax reference number, or their full name and address, on invoices and receipts of €7 or more (section 885 TCA). Companies show their name, CRO number and registered office, and directors’ details on letters, order forms and the website.
- Invoice timing
- Issue a VAT invoice within 15 days after the end of the month in which the supply took place.
- E-invoicing
- From 1 November 2028 every business must be able to receive e-invoices. Issuing is phased in: first for suppliers to large corporates, from November 2029 for businesses trading B2B within the EU, and from 1 July 2030 under the EU VAT in the Digital Age rules. A PDF does not count as an e-invoice, and the technical specifications are not yet published.
- VAT returns
- VAT3 returns are filed every two months through ROS, by the 19th of the following month, or the 23rd when you file online through ROS. Saldiqo does not file returns, your accountant or ROS does.
- Record keeping
- Keep records for 6 years, longer while a review is open.
- Late payment
- Interest on late business payments is the ECB main refinancing rate (2.40 % in the second half of 2026) plus 8 points, so 10.40 %, plus fixed compensation of €40, €70 or €100 depending on the amount owed.
- Getting paid
- IBAN and BIC are on every invoice, plus a SEPA QR code (EPC) for banking apps that can read it.
Frequently asked questions
How do I treat a security deposit?
You show it as a line in the invoice and credit it on return. How it is treated for tax you clear with your tax adviser.
Can I link delivery notes and invoices?
Yes. Both belong to the same job.
Do event equipment rental firms in Ireland have to charge VAT?
Once they are registered, yes. Registration is required from the sale that takes turnover over €42,500 a year for services or €85,000 for goods, where at least 90 % of turnover comes from goods. Below those limits Saldiqo leaves VAT off your invoices.
Do event equipment rental firms in Ireland need e-invoicing?
Not yet. From 1 November 2028 every business must be able to receive e-invoices. The duty to issue them phases in from the same date for suppliers to large corporates and later for more businesses. PDF invoices do not count as e-invoices.
How long should event equipment rental firms keep invoices?
Keep records for 6 years, longer while a review is open. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.
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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.