Rent invoice template
Rent invoice template for business tenancies: the rent for the coming period, service charges on account and parking, with the unit and the lease named.
Templates by industry
- Rent for Unit 4B, next month
- Service charge on account
- Car park space 7
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Rent for Unit 4B, next month" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Car park space 7". Confirm actual use, supplied extras and the return or service-completion record.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Business tenants usually need an invoice for every rent payment, not just a standing order, because their bookkeeping and, where it applies, their tax claim depend on it. A rent invoice names the unit, the period, and each charge the lease allows: the rent itself, service charges paid on account and settled later, and extras such as parking. Keeping them apart makes the year-end service charge reconciliation far easier for both sides.
Fields to prepare
- Deliverables and line items
- Rent for Unit 4B, next month, Service charge on account, Car park space 7: record the quantities actually supplied and the service period.
- Rent for Unit 4B, next month
- State the period the rent is for and whether it is paid in advance, as most leases require, with the lease reference.
- Service charge on account
- Show service charges paid on account apart from the rent; the year-end reconciliation compares them with actual costs.
- Car park space 7
- Bill parking or storage at the rate in the lease or its side letter, one line per space.
- Booking and period
- Identify the venue, equipment or service, quantity, and the start and end of use.
- Included services and extras
- Agree the included use, transport or staff, and units and charges for extra use.
- Scope to agree
- Name the unit and the period the rent covers, show service charges on account apart from the rent, and quote the lease so the tenant’s accounts team can file the invoice.
Before sending
- Does “Rent for Unit 4B, next month” show the quantity actually supplied, not the quantity first quoted?
- Is “Service charge on account” charged at the rate the customer agreed to, with any change approved?
- Is “Car park space 7” finished and accepted, or does it belong on a later invoice?
Show 3 more
- Check booking-change and cancellation terms and amounts already paid.
- Name the person who confirms the return or completion time and condition.
- 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 |
|---|---|---|
| Rent for Unit 4B, next month | 1 × $2,100.00 | $2,100.00 |
| Service charge on account | 1 × $240.00 | $240.00 |
| Car park space 7 | 1 × $85.00 | $85.00 |
| Subtotal | $2,425.00 | |
| Sales tax (8%) | $194.00 | |
| Total | $2,619.00 | |
Net amount $2,425.00, sales tax $194.00, total payable $2,619.00.
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
Is VAT charged on commercial rent?
It depends on the country and sometimes on a choice the landlord made: in some systems commercial rent is exempt unless the landlord opts to tax it, in others it is taxable from the start. Residential rent is often treated differently again, so check your position and set the rate accordingly.
Can one invoice cover a whole year of rent?
Some leases allow a single invoice for the period with each month’s amount and due date listed. If the tenant pays monthly, a monthly invoice is usually clearer for both bookkeeping and reminders.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $194.00 on a net amount of $2,425.00, for a total of $2,619.00. 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 Rent invoice template: 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.