Property Manager Invoice Template

Free invoice templates for property managers built for management fees, leasing fees, and maintenance and repairs. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: property manager invoice, property manager bill, or HOA manager invoice.

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Download Free Property Manager 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 Property Manager Invoice Template

Best for:

Logo, owner draw and COA fields.

Printable Property Manager Invoice Template

Best for:

Monthly statement, balances, signatures.

Editable Property Manager Invoice Template

Best for:

Edit late fees, deposits, work orders.

Free Property Manager Invoice Template

Best for:

Unit, tenant, charges, repairs, notes.

How to Invoice as a Property Manager

Use this simple flow to bill owners clearly and get paid without back-and-forth.

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In 5 Steps:

Define the service period and scope from your agreement and job logs.
Itemize fees and pass-throughs by category and property, separating labor from third-party bills.
Add the owner reserve deposit if you are setting it up and note the required balance.
Apply any existing owner reserve or credits to current charges and show the new balance.
Set the due date and payment methods, then send the invoice with supporting docs attached.

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What to Include in a Property Manager Invoice

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

Business name, address, phone, email, and website.
Client/Owner name and mailing address.
Property identifier and full property address (unit or parcel).
Invoice number and issue date.
Service period covered (start to end).
Payment terms and due date.
Remittance instructions (bank details or portal).
Tax ID and property manager license #, if required; check local rules.
Management agreement reference or work order number.
Line-item subtotal, taxes on taxable items, credits/reserve applied, and invoice total.

Billing Scenarios for Property Managers

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

Monthly Management Fee; Service Period

Monthly management for an occupied unit

Ties the recurring fee to the exact dates so owners see what they are paying for.

Tenant Placement Fee; Advertising/Screening

Placing a new tenant

Separates your fee from listing and screening costs so totals make sense.

Maintenance Coordination; Vendor Invoice Reimbursement

Coordinating a repair with an outside vendor

Makes your coordination charge distinct from the vendor’s bill to prevent confusion.

Project Management %; Materials/Parts

Turnover or make-ready work

Put the due date, accepted methods, and any late fee in one spot and keep it consistent on every invoice.

Emergency Dispatch; After-Hours Surcharge

After-hours emergency call

Flags the premium as time-based so the higher rate is not a surprise.

Owner Reserve Deposit; Reserve Applied

Tracks the reserve balance and how it offsets current charges.

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Management fees and charges for property managers

List management fees, leasing fees, maintenance, and inspections with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Lease-up/tenant placement fee

Item

New tenant secured and lease signed

Fixed price or milestone. Charge per unit; document fair-housing compliance and broker of record.

Lease renewal administration

Item

Existing tenant signs a renewal

Fixed price per renewal. Include addenda handling; file signed documents to the lease record.

Unit turnover coordination

Time

After move-out to make unit rent-ready

Qty × hourly rate. Schedule vendors, track punch lists, and confirm completion photos before releasing keys.

Move-in/move-out inspection

Time

Condition documented with photos

Qty × hourly rate. Use a checklist and timestamped photos to support deposit dispositions.

Maintenance call-out & triage

Item

First visit to diagnose an issue

Fixed call-out; additional time at hourly rate. Log root cause and next steps before dispatching trades.

Vendor coordination & markup

Time

You hire/oversee licensed vendors

Time at hourly rate + pass-through vendor invoice × (1 + markup%). Attach quotes and receipts.

Advertising & listing services

Time

Create, syndicate, and refresh listings

Qty × hourly rate. Draft copy, upload media, and update availability across portals.

Tenant screening package

Item

Run credit, background, income checks

Pass-through as billed + admin time if applicable. Keep applicant consent and criteria on file.

Key/lockset materials

Item

Taxable

New locks or keys provided to tenant

Cost × (1 + markup%). Track key codes and store master logs securely.

Common-area supplies

Item

Taxable

Bulbs, filters, signage left on site

Cost × (1 + markup%). Note location and quantity for each building’s supply log.

Save and reuse your property management fees

Create a free account and save management, leasing, and maintenance fees once, so nothing gets retyped.

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Common Property Manager Invoicing Mistakes

These pop up in real life and cause disputes; use these simple fixes to keep payments smooth.

Mistake

How to fix it

Bundling charges from different properties into one invoice confuses owners and slows payment.

Invoice each property or unit on its own and include a clear property identifier; if you must combine, subtotal by property and show totals clearly.

Skipping the service period makes recurring fees look arbitrary and invites disputes.

Add start and end dates for every recurring or time-based line and match them to your agreement.

Attach quotes, invoices, photos, and approval notes; if files are large, state where they are stored and how to access them.

Put the due date, accepted methods, and any late fee in one spot and keep it consistent on every invoice.

Charging taxable items without tax detail triggers compliance issues and rework.

Show the taxable subtotal and the tax collected, and note the tax basis if needed; check local rules.

Using vague or jargon-heavy labels hides what was done and invites questions.

Use plain labels that name the task in consumer words and add a short note that explains the result or location.

Property Managers Invoice FAQs

Bill management fees, lease-ups, CAM true-ups, pass-throughs, and emergency callouts the right way. Use our Property Managers Invoice Template and get paid faster with clear answers.

How do I prorate the management fee for a mid-month start or vacancy?

Charge only for active days. Show the math. Example: “Management Fee: 15 of 30 days at $100 per door = $50.00.”

Can I add a markup to vendor bills?

Yes, if allowed in your management agreement. List the vendor cost and your admin fee separately. Example: “Plumber: $185.00; Admin/Coordination 10%: $18.50.”

What belongs on a lease-up fee line item?

Name the unit, tenant, and lease term start. Add advertising and screening if bundled. Example: “Lease-Up 123 Oak #3B: $600; Ads: $95; Screening: $40.”

How should I show CAM reconciliation for a commercial building?

Label it as a year-end true-up with the period. Break out categories. Example: “2025 CAM True-Up: Janitorial $1,200; Landscaping $900; Snow $650; Net Due: $275.” Rules vary—check local rules.

What’s the right way to bill after-hours emergencies?

Use a clear dispatch fee plus time and materials. Note the window. Example: “Emergency Maintenance 6 p.m.–8 a.m.: Dispatch $75; Labor 1.5 hr $180; Parts $42.”

Where do eviction filing fees and court costs appear?

Create a legal expenses section and separate pass-throughs from your admin fee. Example: “Filing Fee $150; Process Server $85; PM Admin $50.” Rules vary—check local rules.

What should be on an invoice for a capital project management fee?

Reference the project scope and your percentage. Tie it to the vendor total. Example: “Roof Replacement PM Fee 8% of $22,500 = $1,800.”

How often should I send owner invoices when rent doesn’t cover expenses?

Bill monthly with a reserve target, or on demand for large repairs. Show the shortfall and due date. Example: “Reserve Replenish: Target $500; Current $120; Amount Due $380, Net 15.”