Property management invoice template for landlord fees and maintenance

A property management invoice template that bills landlords for your management fee, inspections, renewals and maintenance arranged.

  • Management fee as a percent of rent
  • Inspections and renewals listed
  • Maintenance shown at cost
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Property management invoice template for landlord fees and maintenance preview
Example only: business names and numbers are made up.

01What is a property management invoice template?

A property management invoice template bills a landlord for your own services: the management fee as a percentage of rent collected, inspections, tenancy renewals and the work of arranging repairs. It names each property and period so the fee can be checked against the rent statement. The free sample is a Leeds agent charging VAT at 20% on two properties.

Price
Free, no sign up
Formats
Online, Word, Excel, PDF
Designs
8, with your logo
Best for
Landlord fees and maintenance

02Anatomy

Eight parts of a property management invoice

Point at a number to see where each part sits. Miss one and the invoice waits in an inbox while someone asks for it.

Property management invoice invoice with its parts numbered
Example only: business names and numbers are made up.
  1. Your business detailsLogo, legal name, address and your VAT number.
  2. Title and invoice numberA clear title and a unique number that runs in sequence.
  3. Client detailsThe client's legal name and billing address, plus their tax number for business sales.
  4. Dates and termsIssue date, payment terms and a real due date the client cannot misread.
  5. Lines the client can checkOne line per job, item or visit, with the quantity and price, and their PO number where they use one.
  6. Tax shown correctlyVAT shown with its rate and amount, so a registered client can reclaim it.
  7. Notes that stop questionsJob address, references and anything the client needs to approve it without emailing you.
  8. Amount dueThe total in a panel that stands out, with the due date beside it.

03Free tax calculator

Work out the tax before you invoice

Enter your price, choose where you bill, and see the exact tax lines your invoice should show. Nothing is saved or sent.

Where you bill
Rate

Invoice total

£697.20

Taxable value
£581.00
VAT 20%
£116.20

Standard rates checked October 2026. Your goods or service may have its own rate, so confirm it before you invoice.

Put it on an invoice

What a property management invoice template should cover

A property manager’s invoice is checked line by line against the management agreement, so every charge should point back to a clause in it. Name the property on each line, give the period the fee covers, and show how a percentage fee was worked out rather than quoting only the result.

  • Your company name, address and VAT number if registered.
  • The landlord’s name and address.
  • Invoice number, date and the month or quarter covered.
  • One line per fee per property, with the rent figure each percentage is based on.
  • A note of any contractor bills paid on the landlord’s behalf, and where they appear.

Charging a management fee as a percentage of rent

The usual structure is a fixed percentage of the rent, set in the management agreement. Decide, and write down, whether it applies to rent due or rent actually collected.

As an example, rent of £1,450 is collected for October and the agreed fee is 12%. The fee is £174.00. A VAT registered agent adds 20% VAT of £34.80, so the fee line totals £208.80. Show the working: “Management fee, 12% of £1,450 rent collected, 14 Ash Grove, October 2026.”

Typical lines on a property manager invoice

Beyond the monthly fee, most charges are one off services listed in a fee schedule attached to the agreement. Keep the wording close to the schedule so the landlord can tick each one off. These prices are examples in pounds sterling, before VAT.

FeeBasisExample
Full management feePercentage of monthly rent12%
Tenant find and referencingFlat fee per new tenancy£450
Mid tenancy inspection with photo reportPer visit£85
Tenancy renewal paperworkFlat fee per renewal£150
Arranging and supervising a repairFlat fee per job£40
Inventory and check out reportPer property, by size£120

Maintenance invoices for landlords: recharge or disbursement

When a plumber or electrician fixes something at a managed property, you can either pass their bill through as a disbursement or recharge it as part of your own service. The choice changes the VAT. HMRC lets you leave a payment out of your VAT calculation only when every condition for a disbursement in VAT Notice 700 is met.

Those conditions include acting as the landlord’s agent when you paid, the landlord being responsible for the cost and authorising the payment, the outlay being itemised separately on your invoice, and recovering exactly what you paid with no markup. If any condition fails, the cost becomes part of your own supply and VAT applies to it. Many agents keep contractor bills off the fee invoice altogether and show them on the landlord statement, with your coordination fee as a separate line.

Invoice versus monthly landlord statement

The landlord statement and the invoice do different jobs. The statement accounts for the landlord’s money: rent received, deductions and the net amount paid out. The invoice records your sale to the landlord: your fees and the VAT on them. When you deduct fees from rent, the landlord still needs the invoice.

Keep the two documents in step by quoting the invoice number on the statement line for your fees. If a tenant pays late or short, show the shortfall on the statement and follow the tenancy agreement for chasing it. Since the fee invoice repeats every month, our guide to recurring invoices explains how to schedule it.

Sending a rent invoice to a tenant

Commercial tenants and some residential ones ask for a rent invoice each period so their own accounts can pay it. It is a separate document from your fee invoice, issued in the landlord’s name or yours as agent, depending on your agreement. Show the property, the rental period, the amount and the payment reference.

Keep the due date identical to the date in the tenancy agreement. Whether VAT applies to the rent itself is a separate question for the landlord, so take advice before adding VAT to a rent invoice.

Using the letting agent sample

The buttons on this page download the layout in Word, Excel or PDF. To edit on screen, open the property manager invoice generator with the Leeds sample, which loads two percentage fees, an inspection, a renewal and a repair coordination fee with 20% VAT.

The UK VAT invoice template lists every field HMRC expects. Contractors who work for your landlords can use the handyman invoice or the end of tenancy cleaning invoice. All designs are in the invoice templates collection.

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Questions, answered.

Short answers first. Something missing? Ask us.

What percentage of rent do property managers charge?

It varies by area, by the level of service and by how many properties a landlord has, so there is no single figure to quote. Whatever you agree, write the percentage in the management agreement, say whether it is charged on rent due or rent collected, and show the working on every invoice.

Can I take my fee straight out of the rent?

Yes, if the management agreement allows it. Deduct the fee on the landlord statement and still issue an invoice for it, quoting the invoice number on the statement. The landlord needs that invoice for their own records, and you need it as a record of the sale.

Do property managers charge VAT on their fees?

If you are VAT registered, VAT goes on your own fees, and HMRC’s standard rate of 20% covers most services. Registration is required once taxable turnover goes over £90,000 in the last 12 months. HMRC only requires a full VAT invoice when the landlord is VAT registered too, but showing the VAT clearly helps every landlord check the bill.

What is the difference between a rent invoice and a rent receipt?

A rent invoice asks the tenant to pay a set amount for a period by a due date. A rent receipt confirms the payment arrived. Businesses renting premises often ask for both.

When should a VAT invoice be issued to a landlord?

HMRC says a VAT invoice should normally be issued within 30 days of the tax point. For a monthly management fee, most agents invoice at month end, alongside the landlord statement, so both documents cover the same period and the figures match.

Send it today. Get paid on time.

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