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 Cyprus
What applies to invoices in Cyprus, in short. As of October 2026.
- VAT
- Rates 19 %, 9 %, 5 % and 3 %, plus 0 % until 31 December 2026 for infant milk, nappies, hygiene products and fresh fruit and vegetables.
- VAT registration
- The threshold is €15,600 of taxable turnover over 12 months, or expected within the next 30 days. If you sell services to businesses in other EU countries, you generally register from the first sale. Until you are registered, Saldiqo leaves VAT off and adds up your turnover.
- What goes on an invoice
- Even businesses that are not VAT registered must issue invoices and receipts. Companies show their name, HE number, the words “private company” where they apply, and their registered office. Notes such as reverse charge appear in Greek and English.
- Invoice timing
- Issue invoices within 30 days.
- E-invoicing
- There is no mandate. Public bodies accept e-invoices (Peppol BIS 3.0) and suppliers send them voluntarily. EU rules follow from 1 July 2030.
- VAT returns
- VAT4 returns are filed online through TFA, quarterly with staggered periods, by the 10th of the second month after the period, moved to the next working day if it falls on a weekend. Saldiqo does not file returns.
- Record keeping
- Plan for 10 years. The minimum is 6 years, VAT records can need up to 7 years, and OSS records 10 years.
- Late payment
- Interest on late business payments is 10.40 %, plus €40 compensation between businesses.
- Languages
- Use Saldiqo in Greek or English and send invoices in either language.
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 Cyprus have to charge VAT?
Once they are registered, yes. The threshold is €15,600 over 12 months, or expected within 30 days. Services to businesses in other EU countries require registration from the first sale.
Do event equipment rental firms in Cyprus need e-invoicing?
No. Public bodies accept e-invoices through Peppol and suppliers use it voluntarily. EU rules follow from July 2030, so PDF invoices remain fine today.
How long should event equipment rental firms keep invoices?
Plan for 10 years: the minimum is 6 years, VAT records can need up to 7 and OSS records 10. 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.