Property Preservation Invoice Template

Free invoice templates for property preservation contractors built for debris removal, lock changes, and winterization. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.

Also called: property preservation invoice, property preservation bill, or foreclosure cleanout invoice.

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Download Free Property Preservation Invoice Templates

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

Custom Property Preservation Invoice Template

Best for:

Logo, asset, work order and PO.

Editable Property Preservation Invoice Template

Best for:

Edit locks, debris, winterize lines.

Printable Property Preservation Invoice Template

Best for:

Totals, photos ref, signatures.

Free Property Preservation Invoice Template

Best for:

Services, before/after, bids, notes.

How to Invoice as a Property Preservation Contractor

Turn each work order into a clean, documented invoice that gets approved fast.

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In 5 Steps:

Review the work order, finish the tasks, and capture clear before and after photos.
Draft the invoice, include a short scope summary, and request a deposit for large jobs.
Add separate lines for labor, materials, equipment, mileage, and disposal with units and rates.
Attach the proof and any approvals required by the client, then submit for review.
Apply any deposit to the balance, set due date and terms, and send the final invoice and receipt.

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What to Include in a Property Preservation Contractor Invoice

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

Invoice number
Issue date
Due date
Your business name and contact
Client name and contact
Property address (service location)
Work order or job ID
Scope of work summary
Photo/documentation reference
Compliance and payment: permit/inspection #, license #, EPA RRP cert # or DOT/MC (if applicable), payment terms, deposit received, balance due; check local rules.

Billing Scenarios for Property Preservation Contractors

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

Service call; Rekey locks

Initial secure and rekey after vacancy

Separates the trip from the lock work so the client sees why both appear.

Winterization labor; Antifreeze/materials

Winterization with dry and wet systems

Shows labor time apart from supplies used to protect lines and fixtures.

Removal labor; Dump fees

Debris removal with haul-off and dump

Clarifies what you did on-site versus what the landfill charged.

Emergency response; Plywood and hardware

Emergency board-up same day

Apply tax only where rules require it and note the basis, and check local rules.

Mow and trim; Clippings haul-off

Recurring lawn service at a vacant home

Separates service from disposal so monthly totals stay clear.

Repair labor; Reinspection fee

Shows the fix and the agency return visit as distinct costs.

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Rates and tasks for property preservation

Itemize board ups, winterization, debris by yard, lawn cuts, lock changes, and photo IDs with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Initial secure & rekey

Time

First visit to secure a property

Qty × hourly rate. Change locks, secure doors, post notices, and document entry conditions per client specs.

Winterization (labor)

Item

Draining and protecting plumbing systems

Qty × fixed labor rate. Shut water, blow lines, tag fixtures, and record meter readings to prevent freeze damage.

Antifreeze & supplies

Item

Taxable

Materials used during winterization

Cost × (1 + markup%). Bill for antifreeze, hoses, fittings, and small consumables installed or used onsite.

Board-up openings (labor)

Time

Broken windows/doors or code-required board-ups

Qty × hourly rate. Measure, cut, and secure openings; follow spacing and fastener standards; photo before/after.

Debris removal & haul-off

Time

Interior/exterior trash-out work

Qty × hourly rate. Sort and stage debris; exclude hazardous items without approval; include before/after photos.

Landfill/transfer fees

Item

Dump tickets from trash-outs

Pass-through as billed. Attach scale tickets or receipts; keep ticket IDs tied to the work order.

Lawn cut & trim

Time

Recurring grass cuts and edging

Qty × hourly rate. Mow, edge, blow hardscapes; note height and take date-stamped photos for compliance.

Photo documentation & report

Time

Proof required by client or insurer

Qty × hourly rate. Capture before/during/after photos and upload with captions that match line items.

After-hours emergency call-out

Item

Nights, weekends, storm response

Qty × call-out rate. Covers mobilization outside normal hours; log arrival/departure times in the work order.

Permit/inspection coordination

Time

City permit or inspector meeting needed

Qty × hourly rate. Pull permits, schedule inspections, and accompany officials; keep permit numbers in notes.

Save and reuse your preservation rates and tasks

Create a free account and save board-up costs, debris rates, and lock change fees once, so nothing gets retyped.

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Common Property Preservation Invoicing Mistakes

Real jobs move fast and details get missed; use these quick fixes to keep payments smooth and dispute-free.

Mistake

How to fix it

Bundling labor with disposal costs hides true effort and creates disputes.

List labor and disposal as separate lines with clear units and rates.

Skipping before-and-after photo references slows approvals and can block payment.

Attach or link the required proof and reference it in the invoice so reviewers can match work to charges.

Place the identifier near the top and repeat it in the memo or notes so it shows in the client's system.

Apply tax only where rules require it and note the basis, and check local rules.

Not recording a deposit or failing to apply it causes balance errors.

Show the deposit as money received and subtract it from the subtotal before calculating the final amount.

Using shop jargon confuses non-technical approvers and invites questions.

Use plain words a homeowner or asset manager understands and include short explanations when needed.

Property Preservation (REO) Invoice FAQs

Line-item help for trash-outs, winterization, board-ups, lawn cuts, lock changes, dump fees, and bid approvals. Faster payouts, fewer chargebacks, region-aware tips, clear answers.

How should I bill a trash-out for an REO?

Bill by cubic yard with dump fees separate. Example: Debris removal 18 CY at $45 per CY = $810; landfill 2,100 lb at $0.06 per lb = $126; trip fee $35.

What belongs on a winterization invoice for FHA work?

List system type, fixture count, antifreeze used, and pressure test. Example: Winterize single-family, 12 fixtures, 2 gallons antifreeze at $6 each, labor 2 hours at $55, pressure test pass.

How do I show dump fees and receipts so the asset manager approves fast?

Attach scale tickets and date-stamped photos. Example line: Landfill fee 1,760 lb at $0.05 per lb = $88; PPE and handling $20; disposal of 2 tires at $7 each.

Can I charge lock change and rekey as separate line items?

Yes, if scope includes new hardware plus keying to code. Example: Lockset Kwikset 660, 2 units at $28 each = $56; rekey 4 cylinders at $10 each = $40; trip fee $35.

How should I price a board-up after a break-in?

Measure panels and bill per sheet plus fasteners. Example: Board-up, two 3x5 windows, 2 sheets 7/16 OSB at $22 each = $44; screws and anchors $12; labor 1.5 hours at $60.

Do I bill lawn service per cut or monthly for recurring maintenance?

Use per cut during initial stabilization, then a 2-cuts-per-month plan. Example: Initial cut up to 10,000 sq ft = $65; recurring mowing 2x monthly at $55 each; edging $15 per visit.

What about after-hours or rush fees for emergency securing?

Charge a published premium on labor plus a call-out. Example: Emergency board-up 9 pm, labor 2 hours at $80 after-hours rate = $160; call-out $65; materials $38.

How do bids vs allowables affect what I list?

Stay inside investor allowables unless you have pre-approved bids. Example: HUD allowable lawn cut $65 approved; tree limb removal over allowable by $120 needs bid approval number on the line.