Property Management Invoice Template: 9 Lines and a Worked Monthly Owner Invoice

Invoice, owner statement, or both?

A property management invoice template bills the owner for your services. Many managers fold it into the monthly owner statement, where fees are deducted from rent before the payout. Either way, the owner wants the same answer: how much rent came in, what you took and why, and what they received. If any line needs a phone call to explain, it costs you more in owner trust than the fee is worth.

The fill-in template

1. Owner and period. Owner name, entity, properties covered, statement month.
2. Rent collected, per unit. Rent charged, rent collected, and any late fees collected. In many agreements, fees are a percent of collected rent, not charged rent.
3. Management fee. The percent from the management agreement times collected rent, shown as a calculation.
4. Leasing or tenant placement fee. When a unit was leased this month, the fee and the unit.
5. Renewal fee. When a lease renewed.
6. Maintenance. Each repair with date, vendor, unit and amount, vendor invoice attached. If your agreement allows a markup or coordination fee, show it on its own line.
7. Reserve. The opening reserve, what was used, and the top-up taken from rent.
8. Net to owner. Collected rent minus every line above.
9. Payment. Date and method of the owner payout, and where to send questions.

Worked example: one owner, four single-family homes

The fee rates use national averages from iPropertyManagement's survey of 722 branches (updated September 23, 2026): an 8.49% management fee and a leasing fee of 70.6% of one month's rent when bundled with management. Rents, the repair and the 10% markup are assumptions for illustration; your management agreement sets the real terms.

Two lines cause most owner questions. The leasing fee: in the month a unit leases, the owner's payout drops by most of a month's rent, so tell them ahead of time ("your payout this month includes the leasing fee for Oak St"). The repair markup: if you charge one, it must be in the agreement and shown separately, never folded into the vendor's number. Run your own fee mix with the free property management fee calculator.

Five invoice mistakes that cost owner trust

• Charging the fee on rent charged instead of collected when the agreement says collected. On a $1,950 unit that paid nothing this month, that is $165.56 at 8.49% the owner did not owe.
• Repairs without the vendor invoice. A $340 line with no paper behind it reads as a guess. Attach the vendor's invoice every time.
• A leasing fee the owner did not expect. It is often the largest line of the year. Mention it in the email before the statement goes out.
• Late fees kept without saying so. Many agreements split late fees between owner and manager. Show the split if yours does.
• A reserve that quietly changes. Show the opening reserve, what it paid for, and the closing reserve, every month, even when nothing changed.

Send it the same day every month

Owners judge a manager by consistency. Send statements on the same date, with the same layout, and the vendor invoices attached. A short note on anything unusual (a vacancy, a big repair, a late tenant) prevents the phone call. Trust accounting rules for how rent and reserves are held vary by state, so have your accountant or your state's real estate commission rules set the reserve and payout timing.

Where Unmanually fits

Most of a property manager's day is not invoicing; it is the maintenance calls, tenant questions and vendor scheduling behind each line on the invoice. Unmanually is a 24/7 AI Office Manager for property managers that you run by voice. It answers tenant calls day and night, sorts emergencies (no heat, a leak) from routine requests, books the vendor, collects the vendor invoice, and drafts the owner statement lines for you to approve. For choosing the rest of your stack, see small business property management software.