Property Manager Invoice Template
A property manager invoice bills month, lists services and fees on separate lines and states the terms (Deducted from collected rents; any shortfall due from the owner Net 10). This template is pre-filled for one month of management for a fourplex, including a new tenant placement and two vendor repairs: 7 lines totalling $2,013.50 before tax. Edit it and download the PDF.
Pre-filled for a property manager: one month of management for a fourplex, including a new tenant placement and two vendor repairs. Example prices: replace them with your own.
From
Lakeside Property Management
730 Market Street
Springfield, IL 62704
billing@example.com
(608) 555-0130
Invoice
Bill to
Robin Okafor
311 Pine Road
Salem, MA 01970
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Management fee, 8% of rent collected$6,200 collected across four units | 1 month | $496.00 | $496.00 |
| Leasing fee, unit 3 new tenantHalf of one month's rent: listing, showings, screening, lease | 1 each | $775.00 | $775.00 |
| Lease renewal, unit 1 | 1 each | $150.00 | $150.00 |
| Plumbing repair, unit 2 kitchen leakVendor invoice passed through at cost | 1 each | $285.00 | $285.00 |
| Smoke detector replacement, unit 3 turnoverHandyman vendor invoice at cost | 1 each | $140.00 | $140.00 |
| Maintenance coordination fee, 10% of vendor invoices | 1 each | $42.50 | $42.50 |
| Move-in inspection with photo report | 1 each | $125.00 | $125.00 |
- Subtotal
- $2,013.50
- Balance due
- $2,013.50
Notes
Thank you for choosing Lakeside Property Management. Terms: Deducted from collected rents; any shortfall due from the owner Net 10.
Payment details
Bank transfer or card. Please quote the invoice number.
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Property Manager invoice at a glance
| Typical job | One month of management for a fourplex, including a new tenant placement and two vendor repairs |
|---|---|
| Main billing unit | month |
| Usual payment terms | Deducted from collected rents; any shortfall due from the owner Net 10 |
| Sample lines | 7 lines, $2,013.50 before tax |
| Largest line | Leasing fee, unit 3 new tenant: $775.00 (38%) |
| Trade-specific fields | Property address, Owner account no., Statement period, Units covered, Management agreement date, Broker / PM license no. |
Sample property manager invoice line items
One month of management for a fourplex, including a new tenant placement and two vendor repairs: 7 lines adding up to $2,013.50, split into services $1,821.00 (90%) and fees $192.50 (10%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Management fee, 8% of rent collected ($6,200 collected across four units) | 1 month | $496.00 | $496.00 |
| Leasing fee, unit 3 new tenant (Half of one month's rent: listing, showings, screening, lease) | 1 each | $775.00 | $775.00 |
| Lease renewal, unit 1 | 1 each | $150.00 | $150.00 |
| Plumbing repair, unit 2 kitchen leak (Vendor invoice passed through at cost) | 1 each | $285.00 | $285.00 |
| Smoke detector replacement, unit 3 turnover (Handyman vendor invoice at cost) | 1 each | $140.00 | $140.00 |
| Maintenance coordination fee, 10% of vendor invoices | 1 each | $42.50 | $42.50 |
| Move-in inspection with photo report | 1 each | $125.00 | $125.00 |
| Subtotal | $2,013.50 | ||
| Total before tax | $2,013.50 |
What a property manager invoice should include
- Your property management company name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Robin Okafor in the sample)
- A unique invoice number (INV-8400) and the issue date
- Payment terms and a due date: Deducted from collected rents; any shortfall due from the owner Net 10
- Property address: for example 311 Pine Road
- Owner account no.: for example CUST-765
- Statement period: for example 22 November 2026
- Units covered: for example See notes
- Line items in month or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How property managers bill
Takes a monthly management fee as a percentage of rent collected, plus leasing, renewal and maintenance coordination fees, usually deducted from rents on the owner statement.
Property managers commonly use "Deducted from collected rents; any shortfall due from the owner Net 10", so payment is due 10 days after the invoice date.
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Property, Real Estate, and Community Association Managers $32.07 (employees, not contractor rates).
Property Manager invoicing tips
- Say whether the percentage fee is charged on rent collected or rent scheduled, and show the collected amount it was applied to, because a vacant or unpaid unit is exactly where owners check your math.
- Attach each vendor invoice behind the pass-through line and show your coordination markup separately, so the owner sees the plumber's bill unchanged and your fee on top of it.
- Keep tenant security deposits out of the invoice entirely; they belong in the trust account ledger, not in fees or income the owner might think is theirs.
- Invoice the owner separately only when the reserve held from rents cannot cover a repair, and say which repair exceeded the reserve and by how much.
Property Manager billing disputes to head off
- Owners dispute repairs they did not approve. Citing the agreement's approval limit and the date the owner approved anything above it ends the argument.
- Charging a leasing fee and a full monthly fee on a unit that was vacant all month looks like double billing; showing the vacant unit with zero rent collected makes the fee base clear.
Work a property manager can bill for
Core tasks of Property, Real Estate, and Community Association Managers (O*NET 11-9141.00, O*NET 29.x task statements, CC BY 4.0). Each can become a line on the invoice.
- Direct collection of monthly assessments, rental fees, and deposits and payment of insurance premiums, mortgage, taxes, and incurred operating expenses.
- Inspect grounds, facilities, and equipment routinely to determine necessity of repairs or maintenance.
- Investigate complaints, disturbances, and violations and resolve problems, following management rules and regulations.
- Plan, schedule, and coordinate general maintenance, major repairs, and remodeling or construction projects for commercial or residential properties.
- Manage and oversee operations, maintenance, administration, and improvement of commercial, industrial, or residential properties.
- Maintain records of sales, rental or usage activity, special permits issued, maintenance and operating costs, or property availability.
How to make a property manager invoice
-
Add both parties
Enter Lakeside Property Management (your business) and the customer, Robin Okafor, then property address.
-
Number and terms
Give it a unique number such as INV-8400 and set the terms to Deducted from collected rents; any shortfall due from the owner Net 10.
-
List the work
One line per item: the sample runs from "Management fee, 8% of rent collected" (1 month) to "Move-in inspection with photo report" (1 each).
-
Check the total
The 7 lines come to $2,013.50; add sales tax only if your state taxes property management services.
-
Download and send
Download the PDF or print it, then keep a copy with the property management services records.
Frequently asked questions
How do I make a property manager invoice?
Add your property management company details, the customer, property address, owner account no., statement period and units covered, then one line per item with quantity and rate. The template above is pre-filled with 7 lines for one month of management for a fourplex, including a new tenant placement and two vendor repairs totalling $2,013.50; change the prices and download the PDF.
How do property managers charge?
Mostly month. Takes a monthly management fee as a percentage of rent collected, plus leasing, renewal and maintenance coordination fees, usually deducted from rents on the owner statement.
When should a property manager invoice be paid?
Deducted from collected rents; any shortfall due from the owner Net 10 is the usual arrangement. Put the terms and the due date on the invoice so there is no doubt.
How much do property managers earn per hour?
U.S. Bureau of Labor Statistics, Occupational Employment and Wage Statistics, May 2024: median hourly wage of Property, Real Estate, and Community Association Managers $32.07 (employees, not contractor rates). Self-employed rates are usually higher because they cover overhead and unbilled time.