Download Free HOA Management Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom HOA Management Invoice Template

Best for:

Logo, association and lot ID fields.

Editable HOA Management Invoice Template

Best for:

Edit rates, fines, repairs, deposits.

Free HOA Management Invoice Template

Best for:

Unit, dues, period, violations, late fees.

Printable HOA Management Invoice Template

Best for:

Totals, board signoff, dates, notes.

How to Invoice as an HOA Manager

Keep the board clear on work done, pass-through costs, and how any retainer is handled.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

In 5 Steps:

Confirm the scope and rates in the management agreement before you bill.
Log time, site visits, mailings, and vendor oversight by date for the period.
Add the monthly fee, time-based work, and pass-through costs, then add taxes where required.
If onboarding, invoice the retainer deposit; on later invoices, apply any deposit credit.
Attach proof, set the due date, and send the invoice to the board with payment options.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in an HOA Manager Invoice

These are the must-have fields for clear, compliant invoices.

Invoice number and date
Association legal name and property address
Management company name, address, phone, email
Business license # and insurance policy # (fidelity bond/E&O)
Bill-to contact (Board/Treasurer name and email)
Service period (start–end)
Management agreement ID or board resolution #
Purchase order or work order #
Itemized description of services
Pass-through costs with receipt references
Retainer/deposit balance and credit applied
Taxes on taxable items and total due (check local rules)

Billing Scenarios for HOA Managers

How to label charges so every invoice makes sense the moment your clients see it.

Account setup; Records transfer

New association onboarding

Covers opening accounts and importing documents from prior manager.

Emergency call handling; After-hours site visit

After-hours emergency response

Flags urgent work outside business hours.

Certified mail postage; Notice prep

Compliance notice sent by certified mail

Shows postage as a pass-through and the admin time.

Annual meeting prep; Minutes and attendance

Annual meeting support

Add the management agreement ID or board resolution and cite the relevant section for special items.

Special assessment setup; Payment processing

Special assessment administration

Clarifies the one-time setup and ongoing processing.

Resale/disclosure package; Rush processing

Prices the standard packet and any rush.

Free Online Invoice

No sign-in. Save as PDF.

Create a Free Account

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Management fees and charges for HOA managers

List management fees, postage and printing, violations, meetings, and maintenance coordination with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Monthly Management Retainer

Item

Ongoing community management

Per month × rate. Covers core admin, reporting, and routine coordination; scope defined in your agreement.

Site Inspection & Reporting

Time

Routine covenant/grounds checks

Hours × hourly rate. Include photo logs and punch lists to support enforcement and vendor work.

Board Meeting Facilitation

Time

Run board or annual meetings

Hours × hourly rate. Agenda, minutes, and moderator services; record decisions for audits and projects.

Violation Notice Issuance

Item

Document and send compliance notices

Qty × unit rate. Track each notice with date, citation, and remedy to stay consistent and defensible.

ACC/ARC Application Processing

Item

Review homeowner architectural requests

Qty × unit rate. Log submittals, route to committee, and archive approvals for future resale needs.

Collections Administration

Item

Track dues, send late steps

Qty × unit rate. Covers statements, payment plans, and escalations; align with adopted policy.

Emergency After-Hours Response

Time

Urgent issues outside business hours

Hours × after-hours rate. Document calls, actions taken, and vendor dispatch for transparency.

Bulk Printing & Postage

Item

Tax Varies

Mailings: letters, ballots, notices

Pass-through as billed. Printing is tangible; postage and handling are services that may be bundled by your vendor.

Resale Disclosure Package

Item

Provide buyer/seller disclosure docs

Qty × unit rate. Deliver governing docs, ledgers, and questionnaires; timestamp delivery for compliance.

Access Card/Key Fob Issuance

Item

Taxable

Issue or replace community access

Qty × unit rate. Include device ID and unit address; charge replacement separately from labor if applicable.

Save and reuse your HOA fees

Create a free account and save management, postage, and violation fees once, so nothing gets retyped.

Create a Free Account

☝️ Risk-free 30-day trial. No card.

Common HOA Management Invoicing Mistakes

Boards want line-level clarity and proof. These fixes keep approvals fast and disputes low.

Mistake

How to fix it

Bundling fees and pass-through costs into one line hides costs and stalls approval.

Separate recurring fees, time-based work, and pass-through costs. Show units, rates, and dates for each.

Leaving out the service period creates disputes about when work happened.

State the start and end dates in the header and mirror them in your line items.

Show prior balance, deposit credit applied, and new balance on every invoice.

Add the management agreement ID or board resolution and cite the relevant section for special items.

Adding fees barred by the governing documents or laws creates compliance risk.

Check local rules and the governing docs before billing and only charge what is allowed; note the rule when helpful.

Missing proof for mailings, site visits, or vendor oversight invites pushback.

Attach logs, receipts, and photos so each charge ties to evidence.

HOA Management Invoice FAQs

Real-world billing for community associations: per-door retainers, meeting fees, mailings, resale docs, violations, after-hours calls, vendor pass-throughs. Fast line items, firm terms, clear answers.

How should a per-door monthly management fee be shown?

Bill a flat per-door rate with the door count and month. Add any minimum. Line item: “Monthly Management Fee: 45 homes × $14 = $630.” Use our HOA Management Invoice Template to standardize it.

Can I bill separately for board meeting prep and attendance?

Yes. Break out prep time, packet printing, and the meeting block. Line item: “Board Meeting: Prep 1.5 hrs @ $95 = $142.50; Attendance 2 hrs @ $125 = $250; Printing $18.”

What’s the right way to pass through vendor costs with markup?

Show the vendor invoice number, your coordination time, and any approved markup. Rules vary—check local rules. Line item: “Landscape Repair: Vendor #88341 $1,200; Coordination 0.5 hr @ $95 = $47.50; Markup 10% = $120.”

How do I charge for violation notices and certified mail?

Price per notice plus postage. Note the stage: courtesy, first, final. Line item: “Violation Notice: First Notice $25; Certified Mail Postage $5.78.”

How should after-hours emergency calls be priced on the invoice?

Use a dispatch minimum plus time on site. Note the time window. Line item: “Emergency Call: 10:40 pm Dispatch Fee $95; On-Call 1.2 hrs @ $140 = $168.”

Can I bill hourly for special projects like policy rewrites or RFPs?

Yes, as a community association manager or property manager, set an hourly rate with a cap. List the deliverable. Line item: “Policy Rewrite: 6 hrs @ $110 = $660; Deliverable: Updated Parking Policy PDF.”

How do I handle resale/estoppel packages and who pays?

Charge per package with options for rush and e-delivery. In many states the seller pays, but rules vary—check local rules. Line item: “Resale/Estoppel Package: Standard $275; Rush 48-hour $75; Email Delivery $0.”

What should my payment terms and late fees look like on the invoice?

State Net terms and a monthly late rate within state caps. Add a re-bill fee if allowed. Line item: “Terms: Net 15; Late Fee 1.5%/mo after 15 days; Re-bill Admin $10.”