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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.

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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 Malta

What applies to invoices in Malta, in short. As of October 2026.

VAT
Rates 18 %, 12 %, 7 % and 5 %. Malta has no zero rate in law. Exports, EU supplies, food and medicines are exempt with credit, which lets you reclaim input VAT. Exempt without credit does not.
Article 11 small undertakings
With up to €35,000 of domestic turnover a year you can be exempt under Article 11. The status ends on the day the limit is passed, and you still register with the VAT department. Saldiqo adds the exemption note and leaves VAT off.
Tax invoice or fiscal receipt
A tax invoice is issued only when the customer gives you a VAT number. Otherwise a fiscal receipt from an approved system is required. Saldiqo writes invoices. It is not a fiscal receipt system, and a Saldiqo PDF does not replace a fiscal receipt.
Invoice timing
Issue the invoice by the 15th of the following month, or when payment arrives if that comes first. Simplified invoices are allowed up to €100.
E-invoicing
There is no mandate. Public bodies accept e-invoices through Peppol (EN 16931). The tax authority plans e-invoicing and real-time reporting but has set no dates, and EU rules apply from 1 July 2030.
VAT returns
Returns are due by the 15th day of the second month after the period, with 7 extra days when you file and pay electronically. Article 11 businesses file a yearly declaration by 15 February. Saldiqo does not file returns.
Record keeping
VAT records for 6 years, income tax records for 9 years and company records for 10 years. Plan for 10 years.
Late payment
Interest on late business payments is 10.40 %, plus €40 compensation between businesses.
Languages
Use Saldiqo in English or Maltese 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 Malta have to charge VAT?

If you are registered under Article 10, yes. Small undertakings under Article 11 with domestic turnover of up to €35,000 a year are exempt from charging VAT, but the status ends on the day the limit is passed.

Do event equipment rental firms in Malta need a fiscal receipt?

Sales to consumers need a fiscal receipt from an approved fiscal receipt system, and Article 11 businesses use one for all sales. Saldiqo is not such a system. It covers tax invoices to customers who give you their VAT number.

How long should event equipment rental firms keep invoices?

VAT records for 6 years, income tax records for 9 years and company records for 10 years, so plan for 10 years. 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.