As a property manager, you spend a lot of time making sure every single detail is perfect. You're constantly coming up with ideas, taking care of vendor relationships, managing budgets and everything in between to pull off a successful property rental. So, when it's time to get paid for your real estate services, your invoices should be as detailed as the rest of your work.
But you probably don't want to spend hours writing and proofreading invoices after each monthly rent payment. Fortunately, you don't have to. By simply creating a property management invoice template, you will have a pre-filled form where you can easily add your tenants and request payment with flawless invoices every time.
Read on to find out what are the most important details to include in your property management invoice template.
Note: Take your property management company to the next level with Bonsai's invoicing, accounting, tax and payment processing software. Our tools provide smart automation to all of your administrative tasks so you can save valuable time and focus on growing your business.
Essential Elements of Property Management Invoice Templates
When creating your property management services invoice template you want to make sure you never miss any important details for your business, and to make it as easy to understand as possible for your clients. Whether it's a big or small property, your tenants deserve professional invoices to reassure them that they are getting what they paid for. Let's go over the basic and essential elements to include in all property manager's invoices.
Business Information
First, your property manager invoice template should have a section to include your business name and your contact details such as phone number, address, email address, and a professional web page. You may also mention any special services you offer, etc.
For more personalized and professional invoices, include your company logo, or any industry-related imagery which will make your invoice stand out and make your brand easily identifiable for your clients.
Invoice Number and Date
Make sure all of your property management invoices have a unique invoice number assigned which will help you keep track of client payments and have better-organized accounting records for a smooth tax season. You must also include the date when the invoice was sent out so you can easily determine the payment due date and apply late fees accordingly.
Customer Information
Next, add your customer's information starting with the full name, phone number, address, and you can also include their email address if you are sending the invoice via email. When providing services to organizations or large companies, it's important to address the invoice to the person in charge of billing (which may not be your contact point), so be
Rent Information
If you don't want to leave room for doubts or misunderstandings, your rent invoice template can also include a section to provide details of the agreement such as the name or title of the property, date, property, and address.
Services Provided
When listing the services provided on your property management invoice template, you want to have an itemized list of all tasks such as food catering arrangements, sending invitations or transportation, along with the cost of each. You must also detail all the materials and supplies chargeable to your client, specifying their unit price and total cost.
If you are charging an hourly rate for staffing services, make sure to specify the amount of hours, rate per hour and total cost. Providing as many details as possible (without going overboard) will avoid wasting time clearing out doubts, which can easily lead to late payments and unsatisfied clients.
Totals
The totals section of your rental property invoice template should separate the subtotal amount (a sum of the services provided), then add the applicable taxes and the total amount due. If you are providing any discounts you can subtract it from the subtotal before you factor in the taxes, making sure to give a short description so your customer can easily identify the discount.
Payment Details
It's important to provide your client with all your accepted payment methods such as cash, debit/credit card, ACH transfer, checks, or online payments such as PayPal and Stripe. Don't forget to add the corresponding account numbers, and mailing address. The more options your client has to make a payment, the more likely it is you'll get the money on time.
Additionally, you can use this section on your property manager invoice template to mention any early payment incentives as well as the late payment penalties that may apply after the specified invoice date. This can also create urgency in your client and encourage prompt payments.
Notes For Property Managers
Finally, add a small section at the bottom of your management services invoice template for a personal note or thank you message for your clients. This will help you make a kind, warm impression, and convey how much you appreciate their business. It can even lead to valuable referrals or more business from the same client for the future property. You may even mention future promotions or referral discounts.
Use Our Free Invoice Templates for Your Property Management Business
If you prefer spending your valuable time making sure the next rental properties run smoothly, you can forget about creating your own template, and instead, download Bonsai's property management invoice template. You can easily customize it to fit your business needs, and fill in all the details in minutes, ensuring you never miss any important information regarding your property management services.
As a property owner, using our free invoice template is the easy, smart, and professional way to get paid promptly for your hard work. But that's not all! Bonsai offers you an all-in-one product hub specially designed for small business owners and self-employed workers to tackle administrative tasks like a pro.
Use our invoicing software to seamlessly create and send invoices, payment reminders, get read-receipts and automatically apply late fees to overdue accounts. You can also take advantage of our accounting and tax software to automate your expenses and keep your business finances under control.
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