Property management invoice
Invoice template for property managers: rental property rounds, tenant request handling and management activity report. Download it as Excel or Word.
Templates by industry
- Rental property rounds
- Tenant request handling
- Management activity report
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Rental property rounds" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Management activity report". Deliver the service record, materials used, unresolved issues and the agreed next visit date.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Property managers bill owners for the work of looking after a rental: walking the building, dealing with tenants and reporting on the period. This template keeps those three tasks on their own lines, so an owner with several units sees what each part of management cost. It works for a fee per visit or per task; when your fee is a share of the rent collected, write the rent figure and the rate in the description of the line instead.
Fields to prepare
- Deliverables and line items
- Rental property rounds, Tenant request handling, Management activity report: record the quantities actually supplied and the service period.
- Rental property rounds
- Count each visit with its date and the property or unit, and note findings such as a leaking gutter that led to a separate repair.
- Tenant request handling
- Bill handling time or a fee per request and quote your ticket numbers; the contractor's repair bill goes on its own line at cost, not inside this one.
- Management activity report
- Name the period the report covers, such as the second quarter, and bill it once even if it was sent to several co-owners.
- Assets and visits
- Record the asset or area, visit dates, visit count and access arrangements.
- Labor and materials used
- Separate labor hours, quantities of parts or consumables, and work outside the recurring scope.
- Scope to agree
- Separate properties and reporting periods, site rounds, resolved tenant-request references and subcontractor costs.
Before sending
- Does “Rental property rounds” show the quantity actually supplied, not the quantity first quoted?
- Is “Tenant request handling” charged at the rate the customer agreed to, with any change approved?
- Is “Management activity report” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Match extra parts and return-visit charges to approved work.
- Record the initial condition and the post-service checks.
- Match completed work to the order or approval record, and confirm the payment due date and amounts already received.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Rental property rounds | 12 × $180.00 | $2,160.00 |
| Tenant request handling | 8 × $450.00 | $3,600.00 |
| Management activity report | 6 × $300.00 | $1,800.00 |
| Subtotal | $7,560.00 | |
| Sales tax (8%) | $604.80 | |
| Total | $8,164.80 | |
Net amount $7,560.00, sales tax $604.80, total payable $8,164.80.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
Can I deduct this invoice from the rent I collect for the owner?
If your management agreement allows it, yes, but still issue the invoice so the owner has a record of the fee. Show the deduction on the owner statement and mark the invoice as settled by set-off with the statement date, so it never appears unpaid.
How do I pass on a contractor's repair bill?
Add it as a separate line with the contractor's name, their invoice number and the amount you paid. If your agreement allows a handling fee on repairs, show that fee on a line of its own rather than adding it to the cost.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $604.80 on a net amount of $7,560.00, for a total of $8,164.80. The editor recalculates all three when you change a quantity, a price or the country.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Can I download it as Excel, Word or PDF?
Yes. A PDF needs no account: fill in the template and use Print / PDF. The Excel and Word files download from this page with a free account, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total.
Read next
Reading for the Property management invoice: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.