You’ve collected rent, coordinated repairs, marketed properties, and kept both tenants and owners happy. Now, it’s time to make your billing process just as efficient. A well-structured invoice can expedite payments, enhance your credibility, and set you up for more seamless accounting year-round. Whether you're charging monthly management fees, reimbursable maintenance costs, or lease renewal services, here’s what every property management invoice should include:

1. Business details

Start with your property management company name, address, phone number, email, business license or company registration number, and logo. A branded invoice helps owners quickly identify your communications and enhances trust.

2. Client information

Clearly list the name, mailing address, phone number, and email of the property owner, tenant, or other person being billed.

If you manage multiple properties for the same owner, always include the specific property or unit address to avoid confusion. When invoicing a tenant for additional services, make sure their full contact information and the relevant unit details are included for accurate tracking.

3. Invoice number and date

Assign a unique invoice number and specify the issuance date. This information helps streamline financial records and allows for quick reference in case of disputes or audits.

4. Description of services provided and fees

List each service you provided during the billing period with a short description and the accompanying charge. Keep it simple but specific. For example:

• Monthly property management fee – 123 Maple Ave – July 2024: $150
• HVAC repair coordination and oversight – 456 Pine St.: $50 (1 hour @ $50/hour)
• Tenant background check – New lease at 789 Oak Ln.: $40
• Landscaping vendor payment (reimbursed): $175

5. Any additional charges incurred

If there were one-off or extra charges, list them here with context. 

• Emergency plumbing dispatch (after hours): $90
• Lease renewal admin fee: $75
• Key duplication (3 sets): $18

6. The total amount due

The "Amount Due" section of your invoice should outline the final total, incorporating:

• The initial subtotal of services provided 
• Any applicable taxes or local surcharges
• Additional charges, such as emergency repair coordination, after-hours calls, or third-party vendor fees
• Discounts or adjustments, such as early payment incentives or prepayment credits
• Any other line items impacting the final amount, like reimbursable expenses or previously unpaid balances

7. Payment terms and instructions

Alleviate confusion by detailing payment terms and instructions. 

Here's what to include:

• Payment terms: Specify the payment due date, such as "net 30" (payment due within 30 days of the invoice date), "Due on Receipt," or any other agreed-upon payment terms.
• Accepted payment methods: List all the ways your clients can pay you, such as check, credit card, online payment, or cash.
• Payment details: Provide all the necessary information for each payment method, like your check mailing address or a link to your online payment portal.
• Late payment penalties: If you charge penalties for late payments, state the penalty amount or percentage.
• Early payment discounts: Note any early payment discounts and the conditions for receiving them.

What is a property management invoice?

A property management invoice is a document used to bill for services provided by a property manager to a real estate property owner or tenant.

Property owners

Invoices to property owners commonly include:

• Monthly management fees
• Coordination of repairs or maintenance
• Lease-up or renewal fees
• Inspection services
• Legal fees
• Reimbursable expenses, like vendor payments or utility bills paid on the owner’s behalf

Tenants

Tenant invoices are especially important when payments fall outside of regular rent collection or need to be documented separately for accounting and tax purposes. These invoices may be issued for:

• Application fees
• Repair costs caused by tenant damage
• Utility reimbursements (if not included in rent)
• Late fees or returned payment charges
• HOA violation fees
• Additional services, such as key replacement or amenity rentals

Common businesses that use property management invoices

A wide range of real estate professionals rely on invoicing to get paid. Whether you're managing a single-family rental or a portfolio of commercial units, invoicing helps formalize payments and maintain clear financial records.

Residential property managers

Billing for tenant placement, maintenance coordination, or late rent fees is common in single-family and multifamily residential management.

Commercial property managers

Invoices are often used to bill for CAM (common area maintenance) charges, repair services, lease negotiations, or utilities passed through to tenants.

Vacation rental managers

Short-term rental managers use invoices for cleaning services, maintenance requests, or third-party guest services not paid through booking platforms.

HOA and community managers

Invoices may be issued for homeowner dues, violation fines, amenity rentals, or special assessments.

Independent landlords

Even solo landlords benefit from invoicing, especially when documenting reimbursements, utility splits, or damage charges outside of rent payments.

Property management billing overview

Property management billing encompasses any charges beyond standard rent collection, including maintenance coordination, lease renewals, late fees, and reimbursable expenses. Invoices may be issued to property owners for management fees or repair costs or to tenants for things like utility reimbursements or damage-related repairs.

A property management invoice typically includes:

• Contact information for the management company and recipient (owner or tenant)
• An itemized list of services or charges
• Quantity, rates, fees, or hourly breakdowns, if applicable
• Total amount due, including any fees or taxes
• Payment terms, due date, and accepted payment methods

Property management invoice template best practices

Follow these best practices to help ensure your property management invoice is professional and easy for clients to understand and pay:

Include your branding

Include your property management company’s name, logo, and contact information. A branded invoice reinforces credibility and makes it easy for recipients to recognize and respond to your communications.

Date and number the invoice

Always include a unique invoice number and the date of issue. This helps you and your recipients track payments, organize financial records, and quickly resolve any billing questions or disputes.

Customize for each recipient

Make sure the invoice reflects who it is for and what it covers. For example, if you’re billing a tenant for a lock replacement, include their name, contact information, and the unit address—along with a description of the service, date completed, and amount due. If it’s a property owner, note the property involved and outline services like repair coordination or monthly management fees.

Itemize services and charges

Break down charges by service, such as maintenance requests, inspection reports, or lease renewals. Include rates, flat fees, or quantities, where applicable. Itemization increases transparency, making it easier for clients to understand the total cost.

Set payment terms upfront

Set expectations and encourage timely payment by including the due date, accepted payment methods, and any applicable late fees. 

Double-check for accuracy

Review your invoice before sending it to catch any errors in charges, taxes, or client info. Mistakes can lead to payment delays.

Send as a PDF

Finalize your invoice and send it as a PDF, a widely compatible format.

When to use a property management invoice template

A property management invoice template is a valuable tool for streamlining billing. You might use it to bill for:

• Maintenance coordination: Charging property owners for vendor services, repairs, or emergency calls outside standard management fees.
• Lease renewals or new tenant placement: Invoicing owners for leasing commissions or renewal service charges.
• Tenant reimbursements: Requesting payment from tenants for shared utilities, pest control, or damages beyond normal wear and tear.
• HOA or condo management: Billing homeowner associations for administrative tasks, landscaping, or seasonal upkeep.
• One-off or a la carte services: Charging for property inspections, legal notices, or after-hours lockouts.

Key considerations for a property management invoice template

A well-designed invoice template helps property managers bill accurately, communicate clearly, and maintain organized records. When selecting or customizing a template, consider the following:

Flexibility for different services and property types

Your invoice template should be able to adapt to a variety of property types—residential, commercial, vacation rentals, or HOAs. It should also handle a wide range of charges, like maintenance fees or lease renewals, without requiring constant reformatting.

Clear layout for fast review

A straightforward layout helps your recipient understand what they’re being charged for at a glance. Clear itemization minimizes back-and-forth and builds trust.

Mobile-friendly formatting

If you’re invoicing from a phone or tablet, choose a template that’s easy to use on the go and can send clean PDFs.

Room for custom notes

Sometimes, you may want to clarify a charge or add a friendly message. Make sure your invoice has space for brief notes, such as “Emergency repair on 5/10” or “Thank you for your prompt payment.”

Built-in tax and tip calculations

If applicable, ensure your invoice can automatically calculate charges like local service tax, markups on materials, or administrative fees. This reduces errors and saves time.

Support for recurring or batch billing

If you regularly invoice repeat clients or manage several properties, select an invoice template or tool that makes it easy to send recurring or multiple invoices at once.

Integration with accounting software

Choose an invoice template that works smoothly with your accounting system. Built-in integration makes it easier to track payments, update records automatically, and generate reports when it’s time to reconcile accounts or prepare for tax season.

Property management invoice templates vs. QuickBooks

Basic Excel, Word, or PDF invoice templates might work for a single rental unit or a one-off maintenance bill. But if you manage multiple properties or clients, manual invoicing becomes time-consuming and error-prone. QuickBooks offers property managers a faster, more reliable way to invoice, track payments, and keep everything organized.

Less manual work, fewer errors

Manually creating invoices for every repair, fee, or lease renewal? That adds up to a lot of time. With QuickBooks, you can save owner and tenant profiles, service descriptions, and rates. Without having to retype details, generating accurate invoices is easier.  

Automate for recurring and multi-property needs

Whether you manage ten units or a hundred, automation helps you stay on top of cash flow without extra admin work. QuickBooks has features to streamline your most common billing tasks. 

• Send batch invoices to owner portfolios or multiple tenants
• Create recurring invoices for monthly management fees, rent, or HOA dues
• Set up automatic reminders to follow up on unpaid balances

Invoice anytime, anywhere

As a property manager juggling site visits, vendor meetings, or tenant handoffs, you’re rarely at a desk. With the QuickBooks mobile app, you can create and send invoices on the go—right from your phone or tablet, wherever the day takes you. Attach lease agreements, maintenance photos, or receipts directly to each invoice to provide clear documentation and keep records accessible.

Track payments in real-time

QuickBooks lets you view sent, opened, and overdue invoices at a glance. Built-in reporting tools help you monitor property income, identify late payers, and forecast earnings—all in real-time.

Get paid faster

QuickBooks makes it easy for clients to pay you right from the invoice. Accept credit cards, ACH transfers, PayPal, and Apple Pay. The easier it is to pay, the faster the money hits your account.

Send invoices via email or SMS

Customize how you communicate with clients. Send invoices by email or text message to meet their preferences and help ensure they don’t miss a payment. A friendly note or attachment can go a long way in building trust and keeping relationships strong.

Try our free property management invoice generator

Create a custom property management invoice online with QuickBooks—autofill service details, add branding, and send with ease. Prefer a blank template? Download free printable options in Word, Excel, or PDF.

When you’re ready for a more efficient way to manage your invoices, consider QuickBooks. Our invoicing software automates the process, allowing you to create professional invoices quickly. Once the final invoice is issued, QuickBooks makes it easy to track payments, integrate expense management, and generate reports, keeping all your financial data in one place. That means better organization, simplified tax preparation, and valuable insights to support your business decisions.