Property Management Invoice Template: Fees, Repairs, and Expenses
Learn how to structure a property management invoice for management fees, inspections, repairs, contractors, travel, and owner expenses.
Short answer
A property management invoice template should identify the owner, property, billing period, management fee, inspections, maintenance coordination, contractor costs, travel, tax, credits, total, and payment terms. Separate the manager's service fees from pass-through property expenses.
What to include
- Property management business details.
- Owner or client billing information.
- Property address and internal reference.
- Invoice number, issue date, service period, and due date.
- Monthly management, leasing, inspection, or coordination fees.
- Repairs, contractors, supplies, travel, and approved expenses.
- Deposits, owner credits, tax, currency, and total.
- Payment instructions and contact for questions.
For recurring management charges, see Recurring Invoices for Small Business.
Example line items
| Description | Amount | | --- | ---: | | Monthly property management fee | $280 | | Routine inspection and report | $95 | | Plumbing contractor invoice | $240 | | Maintenance coordination fee | $45 |
Attach or reference contractor evidence when required. The guide to Reimbursable Expenses on an Invoice explains how to present pass-through costs.
Separate fees from client funds
Do not mix the property manager's revenue with rent, deposits, or owner funds without a clear accounting process. The invoice should request or explain management charges; separate statements may be needed for rental income and trust or client money.
Review checklist
- Owner, property, and billing period are correct.
- Management fees match the agreement.
- Contractor and repair costs are supported.
- Credits and previous payments are applied.
- Tax, currency, total, and due date are accurate.
- Sensitive tenant information is excluded unless required.
FAQs
Should contractor costs appear on the invoice?
They may when the manager pays or coordinates them for the owner. Show them separately and retain the contractor record.
Can management fees be invoiced monthly?
Yes. State the service period and the calculation method, such as a fixed fee or agreed percentage.
Is a property statement the same as an invoice?
No. A statement summarizes account activity, while an invoice requests payment for specific fees or costs.
Create a cleaner invoice
Use SimplerBill to create invoices and receipts in the browser, then download or print a PDF.