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Property management invoice template

An invoice from a property manager to the owner: the property address and statement period, the management fee as a percentage of rent collected, leasing fees, and repairs passed through at cost.

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Property management invoice template: an example, filled in

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What’s in this template

  • Property address and statement period fields
  • Billed to the property owner
  • Management fee as a percentage of rent collected
  • Leasing fees and repairs on their own lines
  • Notes for the management agreement and attached bills

How to fill it in

  1. Pick a format. Download the Word or Excel file or the printable PDF, or fill the template in online and download the finished PDF. The Word and Excel files also open in Google Docs and Google Sheets.
  2. Add the owner and the property. Fill in your company, the owner, the property address and the month or quarter the invoice covers.
  3. List your fees. Write the management fee with the percentage and the rent it applies to, for example "8% of $3,200 collected", then any leasing or renewal fees.
  4. Pass on repairs and send. Add each repair or service you paid for on the owner's behalf, attach the vendor bills and send.

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When to use it

For residential and small commercial property managers who bill owners for their fees and for costs paid on the owner’s behalf. If you bill tenants instead, use the rent invoice template.

Tips

  • Show the math. “8% of $3,200 rent collected” answers the owner’s first question.
  • Pass repairs through at cost unless your agreement allows a markup, and attach the vendor’s bill.
  • Bill on the same day each month, right after the statement period closes. In the Invoxa app, a recurring invoice creates the draft for you to check and send.

Frequently asked questions

How is the management fee calculated?

Usually as a percentage of the rent collected in the period, as set in the management agreement; 8% to 12% is common for residential property. Write the percentage and the rent it applies to, so the owner can check the amount.

Should I invoice the owner or deduct fees from the rent?

Many managers deduct fees from the rent they collect and send the owner a statement. An invoice is useful when the rent does not cover the costs, such as a vacant month or a large repair, or when the owner prefers to pay fees separately.

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