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Property Management Invoice Template

Bill an owner for a month or any other period. Enter your fee terms, the stays and the receipts, and the invoice calculates the fee, markup, total and due date.

  • Percentage, flat or per-booking fee
  • Due date set from your terms
  • Excel and Word invoice
Build the Invoice
10 of 10 parts filled
An example is filled in. Juniper Cottage, its owner and every figure are made up. Replace them with your own.
Invoice number and dates4/4
November 16, 2026: 14 days after the invoice date
From you, to the owner5/5
Management fee$678.40
How the fee is calculated
$678.40 = 20% of $3,392.00 (gross booking revenue)
Stays the fee is based on5 stays
Stay or paymentAmount
5 lines · $3,392.00

Use the amount your fee is a percentage of. For a per-booking fee the amount is optional; each line counts as one booking.

Costs you paid$686.25
CategoryWhat it wasReceiptAmountMarkup
$662.50
$23.75 = 10% of $237.50 on 2 lines
Credits and discounts−$85.00
ReasonAmount
−$85.00

Enter the amount without a minus sign; the invoice takes it off. For a correction, quote the number of the invoice it fixes.

TaxOff
Tax line

The template applies the rate you enter. Whether you must charge tax, and at what rate, is for your accountant or your state or local tax agency to answer.

PaymentTransfer
How it's settled
Notes to the ownerWritten

Want it blank? Download the blank invoice as or .

Management services · October 2026

Invoice

Lakeside Host Co.
Sam Patel · sam@lakesidehost.example

Invoice no.
INV-1042
Invoice date
November 2, 2026
Due date
November 16, 2026
Bill to

Casey Morgan
casey.morgan@mail.example

Property and period

Juniper Cottage
October 1 – 31, 2026 · 31 days

Management fee$678.4020% of revenue
Costs$686.253 lines + markup
Credits−$85.001 line
Amount due$1,279.65By November 16, 2026

ChargesOctober 2026

DescriptionAmount
Management fee20% of gross booking revenue, $3,392.00 from 5 stays$678.40
Costs paid on your behalf
Cleaning: 5 turnovers at $85 receipt CL-0931$425.00
Repairs: Bathroom exhaust fan replaced receipt R-2207 + markup$164.00
Supplies: Toiletries, coffee, dish soap receipt S-118 + markup$73.50
Markup: 10% on $237.50 (2 marked lines)$23.75
Subtotal$1,364.65
Credit: September cleaning billed twice (INV-1031)−$85.00
Total$1,279.65
Amount due by November 16, 2026$1,279.65

Stays the fee is based on5 stays · $3,392.00

StayAmount
Oct 2–5 · Airbnb$612.00
Oct 9–12 · Vrbo$585.00
Oct 16–18 · Direct$430.00
Oct 20–24 · Airbnb$860.00
Oct 27–31 · Booking.com$905.00
Revenue the fee is based on$3,392.00

How to pay

Pay to
Lakeside Host Co.
Bank and account
Example Bank · account 00012345
Reference
INV-1042
Due date
November 16, 2026 (14 days)

Receipts for every cost line are attached.

Notes

The fee is 20% of gross booking revenue, as set in clause 5 of our management agreement.

You approved the exhaust fan by text on October 14.

Invoice INV-1042 · Juniper CottageMade with Mr. Props
Invoice or statement

Who Holds the Booking Money Decides What You Send

A property management invoice asks an owner to pay you. An owner statement reports what a rental earned. Which one you send depends on whose bank account the guests' money reaches first.

The statement covers it

Payouts land in your account

  1. Guests pay through the platform or pay you directly
  2. The payout reaches your business account
  3. You keep your fee and the costs you paid
  4. The owner receives the balance with a statement

Many managers work this way. The fee shows as a deduction on the owner statement, so the owner has nothing to pay. Add an invoice only if they want the fee on its own document.

Owner statement template
You need an invoice

Payouts land in the owner's account

  1. Guests book the owner's own listing, or a tenant pays the owner
  2. The money goes straight to the owner
  3. You invoice your fee and the costs you covered
  4. The owner transfers the amount by the due date

Typical when you co-host a listing in the owner's name, or rent goes to the owner. Without an invoice there is no due date and no reference to match the transfer against.

Invoices you'll still send when you deduct fees

A month that costs more than it earns

A big repair in a quiet month leaves nothing to deduct from. Invoice the shortfall.

Work outside the monthly fee

Setting up a listing or managing a renovation, when your agreement prices it separately.

Costs paid before any income

Cleaning, supplies and small repairs in a new property's first weeks, before any payout arrives.

Line by line

Ten Things an Owner Checks Before Paying

Each line should answer the owner's next question before they ask it. Here is the builder's example, numbered.

  1. 1

    Invoice number

    One series across all owners, never reused. A year or property code in front is fine, such as 2026-041.

  2. 2

    Invoice date and billing period

    The day you issue it and the dates the work covers, so everyone knows which month is being paid for.

  3. 3

    Due date

    A calendar date, not "net 14." The builder adds your terms to the invoice date.

  4. 4

    Who it is from and to

    Your business details, the owner's name as in the agreement, and the property.

  5. 5

    Management fee, with its math

    The rate, its base and the amount it was applied to. A bare figure invites a question; a line with its math answers it.

  6. 6

    Costs, each with its receipt

    One line per cost with the receipt or vendor invoice number, so any line can be traced to paper.

  7. 7

    Markup on its own line

    If your agreement allows one, show the percentage and the lines it covers. Hidden in a cost, it makes the receipt look wrong.

  8. 8

    Credits with a reason

    Each with a reason. A correction quotes the invoice it fixes, as the September credit does.

  9. 9

    Tax, only when it applies

    Only if you must charge it, at your rate. See the tax section below.

  10. 10

    Amount due and how to pay

    The balance, the account to pay into, and the invoice number as the payment reference.

Fee math

Percentage, Flat or Per Booking: One Month Billed Three Ways

Your management agreement sets the structure. Here is what each one does to the bill. Try a month of your own.

Booking revenue for the period$3,392.00
Stays in the period5
Percentage fee (%)20%
Flat fee$350.00
Fee per booking$95.00
Monthly minimum (optional)None

Filled in with October at Juniper Cottage, the made-up rental in the builder; the flat and per-booking amounts are made up too. A minimum lifts the other two fees in a quiet month.

What the fee line would say
Percentage$678.40
20% of $3,392.00
Flat fee$350.00
Same amount, however many bookings
Per booking$475.00
5 stays × $95.00

Same month: $328.40 between percentage ($678.40) and flat fee ($350.00).

Moves with income

Percentage of revenue

Rises and falls with bookings, so you and the owner want the same thing. Name the base on every invoice: gross, after platform fees, or nightly rates only. The owner statement guide shows how far apart those can be.

Predictable

Flat fee

The same amount every period. It suits long-term rentals and owners who want a fixed cost. Agree what happens in an empty month.

Tracks the work

Per booking

A set amount per stay, so the fee follows the workload of each check-in. Count stays the way your agreement does.

Quiet months flip the order. At $1,150 from two stays, the same terms give $230.00 as a percentage, $350.00 flat and $190.00 per booking. If your agreement sets a monthly minimum, the builder prints it next to the calculated fee.

Pass-through costs

Billing Costs Back With Paper the Owner Can Check

Reimbursable costs are money you paid for the owner. Each needs a receipt and, above your agreed spending limit, the owner's approval.

CostPut it on the invoice whenAttach
CleaningYou paid the cleaner and your fee doesn't include turnoversCleaner's invoice or a dated list of turnovers
RepairsNeeded, and approved in writing if over your limitContractor invoice and the approval message
SuppliesToiletries, coffee, cleaning products bought for this propertyStore receipts, grouped by trip
ReplacementsLinens or kitchenware replaced after wear or guest damageReceipt, plus the damage report if a guest caused it
UtilitiesBills in your name for this property, such as internetThe bill for the period
Your timeOnly if the agreement sets an hourly rateDate, task and hours
TravelOnly if the agreement allows it, at the rate it setsDate, trip and mileage

The same repair, billed two ways

Blended
Bathroom exhaust fan replaced$180.40
Line total$180.40

The owner's $164.00 receipt doesn't match. It reads like a mistake.

Shown
Bathroom exhaust fan replaced, receipt R-2207$164.00
Markup: 10% on $164.00$16.40
Line total$180.40

Same total, but the receipt matches its line and the agreed markup is visible.

Write the approval on the line, such as "approved by email, Oct 14." The maintenance request template gets that approval in writing.

Tax and legal

Tax and Legal Points the Template Leaves to You

The template does the arithmetic. Whether you must charge tax, at what rate, and what an invoice must show are questions for your accountant, your state or local tax agency and your management agreement.

What the template does

  • Applies the tax rate you type to the base you choose: the management fee only, or everything after credits
  • Prints the tax name you give it, such as sales tax
  • Works out the due date from the invoice date and your terms
  • Shows the math behind the fee, the markup and any minimum

What you decide

  • Whether tax is due on your fee, on costs you pass on, or on neither
  • Which rate applies, and whether a tax or registration number must appear
  • Late fees or interest, only where your agreement and local law allow them
  • How long you keep invoices and receipts
Examples

Three Owner Invoices to Open in the Builder

A co-host billing per stay, a quiet month where the minimum fee applies, and a long-term rental where the fee comes out of the rent. Open any of them to see every line.

Co-host

City studio, September

Listing in the owner's name, $45 per booking

Fee
Per stay
Stays
8
Due
Oct 8
  • Management fee 8 × $45.00$360.00
  • Costs supplies, key fob$82.00
  • Amount due$442.00

What the notes said: eight check-ins, each with a turnover and guest messages, at the per-booking rate in the co-hosting agreement.

Quiet month

Hilltop cabin, February

20% of revenue with a $300 monthly minimum

Fee
20%
Stays
2
Due
Mar 16
  • Management fee 20% = $230.00, minimum applies$300.00
  • Costs cleaning, snow plowing$300.00
  • Amount due$600.00

What the notes said: two stays in February, so the minimum in the agreement applies; snow plowing booked after the storm.

Long-term rental

Apartment, October

$150 flat fee, taken from the rent payout

Fee
Flat
Markup
10%
Settled
Nov 5
  • Flat management fee$150.00
  • Repair kitchen faucet$240.00
  • Markup 10% on $240.00$24.00
  • Taken from payout$414.00

What the notes said: October rent collected in full; the faucet repair approved by email before the plumber came.

Made-up rentals, owners and figures, all calculated by the builder above.

FAQ

Billing Owners: Your Questions

Is an invoice to an owner legally binding?

An invoice is a request for payment. What you can charge comes from your management agreement, so match every line to a clause or a written approval. Whether and how an unpaid invoice can be enforced is a question for a local lawyer.

Can I use it to bill Airbnb co-hosting fees?

Yes, when you bill the owner yourself. Pick "Per booking" or "Percentage," list the stays and the template calculates the fee. If the platform already pays your share to you, the invoice is a record, not a request. Either way, put the fee and how it is paid in your co-hosting agreement.

How do I invoice several properties or owners?

Send each owner their own invoice per period. For several rentals, give each property its own lines, or send one invoice per property if the owner keeps separate books. Use one number series for everyone.

How do I show a percentage-based fee?

Put the rate, base and amount on the fee line, for example "20% of $3,392.00 gross booking revenue," and list the stays underneath. The builder does the math and applies any minimum.

Can I share it with the owner's accountant?

Yes. The Excel file keeps every amount as a number, so it can be checked or imported. Send it with the receipts.

Do I need invoicing software?

Not for a handful of owners, if you keep the number series and track what has been paid. Software helps once reminders and payment tracking take real time. Collecting the stays is often the slow part: with Airbnb, Booking.com and Vrbo calendars in one place, as in Mr Props, the list behind the fee is quicker.

What if an owner disputes a line or pays late?

Answer a dispute with the receipt, the approval or the clause. Don't edit a sent invoice: if the owner is right, add a credit to the next one that quotes the original number, and ask for the rest to be paid on time. For late payment, send a short reminder the day after the due date, then call. If you agree to payment in parts, enter each one under "already paid" so the balance stays right.

Is this template free, and in which formats?

Yes. Fill it in here and download Excel (.xlsx) or Word (.docx), or download a blank file.

Keep going

Templates That Sit Next to the Invoice

Owner relations · XLSX

Monthly Owner Report Template

The statement that shows the fee as a deduction when payouts reach you first.

View template Operations · DOCX

Maintenance Request Template

Get the price and the owner's approval in writing before the repair reaches an invoice.

View template Operations · XLSX

Property Inspection Template

Record damage with photos, so a replacement on the invoice has evidence behind it.

View template Business · DOCX

Business Plan Template

Decide the fee structure and minimums you'll be invoicing before you sign owners.

View template
Helvis Schmotex

Helvis Schmotex

Founder, Mr. Props · Short-term rental investor

Helvis has spent the better part of a decade buying and selling real estate, and now focuses on scaling his short-term rental portfolio. He joined forces with the property OG himself, Mr Props, to share what's actually working — the systems, numbers, and hard lessons — so other hosts can grow faster and with fewer headaches.

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