What you get and when
At booking
A confirmation or voucher showing the reservation. This is not a tax invoice and is rarely accepted as one.
At handover
The rental agreement, showing the estimated total and the deposit. Still not a final invoice.
After return
The final invoice, issued once the car is checked and any deductions applied. This is the document expense systems need.
What a usable invoice shows
- The supplier's legal name and tax registration details.
- The rental dates and the vehicle.
- A line-by-line breakdown, including insurance and extras.
- Any deductions taken from the deposit, itemised.
- The total actually charged and the payment method.
Booking through a platform
Where an aggregator took the payment, there may be two documents: the platform's invoice for the amount it collected, and the supplier's for anything paid locally.
For a complete expense claim you usually need both. Ask each party separately rather than expecting one to cover the whole rental.
If the amounts do not match
Compare the invoice against the agreement you signed. Where a charge appears that you did not agree to, ask for the basis of it in writing before disputing with the card issuer.
Keep the agreement and your return photographs until the invoice is settled — they are the evidence for anything contested.