What to include on a property management invoice
Group charges by property
List the address and unit for each line so owners with several properties can track costs per building.
Show the fee basis
State the management percentage and the rent amount it was calculated on, whether collected or scheduled rent.
Reference vendor invoices
For repairs, include the vendor name and their invoice number, and note whether any markup applies under your agreement.
Statement period
Give the month covered so the invoice lines up with the owner's rent ledger.
Example property management line items
These sample entries show how to describe property management work clearly. Rates are illustrative only; use your own pricing.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Management fee - 8% of $6,400 collected rent | 1 | $512.00 | $512.00 |
| Tenant placement fee - Unit 2B | 1 | $900.00 | $900.00 |
| Plumbing repair pass-through (vendor inv. #4471) | 1 | $285.00 | $285.00 |
| Move-out inspection | 1 | $95.00 | $95.00 |
| Subtotal | $1,792.00 | ||
Payment terms for property management invoices
Our suggestion: Deducted from rent collections, with any shortfall due Net 15.
Sample terms you can paste into the invoice: “Fees are deducted from collected rents where the management agreement allows; any remaining balance is due within 15 days.”
Not sure what Net 15 or 2/10 Net 30 mean? Payment terms explained.
Property Management invoice FAQ
How do property managers bill owners?
Most managers deduct their fees from rent collected and send the owner a monthly statement showing income, fees and expenses. A separate invoice is used when collections do not cover the charges, or for one-time items like leasing fees.
Can a property manager mark up maintenance costs?
Some management agreements allow a coordination fee or percentage markup on repairs, while others require pass-through at cost. Disclose any markup in the agreement and on the invoice to keep owner trust.
Do property managers need a broker license?
In many US states, managing rentals for others requires a real estate or property management license. Requirements vary, so check your state's rules before invoicing for management services.