Landlord Invoice Template
A landlord invoice bills month, lists services, fees and materials on separate lines and states the terms (Due on the 1st of the month per the lease). This template is pre-filled for bill a tenant for November rent with pet rent, parking, a water bill-back and a late fee: 7 lines totalling $1,997.30 before tax. Edit it and download the PDF.
Pre-filled for a landlord: bill a tenant for november rent with pet rent, parking, a water bill-back and a late fee. Example prices: replace them with your own.
From
Maple Row Rental Property
783 Market Street
Salem, MA 01970
billing@example.com
(503) 555-0183
Invoice
Bill to
Jamie Ortiz
140 Orchard Drive
Franklin, TN 37064
client@example.com
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly rent, unit 2BRental period November 1-30 | 1 month | $1,650.00 | $1,650.00 |
| Pet rent, one cat | 1 month | $35.00 | $35.00 |
| Reserved parking space no. 7 | 1 month | $75.00 | $75.00 |
| Water and sewer bill-backSubmeter 41,820 to 46,020 gallons | 4.2 1,000 gal | $11.50 | $48.30 |
| Trash collection shareCity bill split equally across 4 units | 1 month | $18.00 | $18.00 |
| Late fee per lease section 4October rent received after the grace period | 1 each | $75.00 | $75.00 |
| Replace blinds damaged by tenant's petTwo vinyl blinds and installation | 2 each | $48.00 | $96.00 |
- Subtotal
- $1,997.30
- Balance due
- $1,997.30
Notes
Thank you for choosing Maple Row Rental Property. Terms: Due on the 1st of the month per the lease.
Payment details
Bank transfer or card. Please quote the invoice number.
Made with Billwise - invoice-pdf-maker-app.web.app
Preview of the PDF. Everything stays in your browser: nothing is uploaded.
Landlord invoice at a glance
| Typical job | Bill a tenant for November rent with pet rent, parking, a water bill-back and a late fee |
|---|---|
| Main billing unit | month |
| Usual payment terms | Due on the 1st of the month per the lease |
| Deposit practice | A security deposit is collected at lease signing and held apart from rent; many states limit its amount and set a deadline and itemization rules for returning it. |
| Sample lines | 7 lines, $1,997.30 before tax |
| Largest line | Monthly rent, unit 2B: $1,650.00 (83%) |
| Trade-specific fields | Rental property address, Unit no., Tenant name(s), Lease start date, Rental period, Meter readings |
Sample landlord invoice line items
Bill a tenant for November rent with pet rent, parking, a water bill-back and a late fee: 7 lines adding up to $1,997.30, split into services $1,725.00 (86%), fees $176.30 (9%) and materials $96.00 (5%).
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Monthly rent, unit 2B (Rental period November 1-30) | 1 month | $1,650.00 | $1,650.00 |
| Pet rent, one cat | 1 month | $35.00 | $35.00 |
| Reserved parking space no. 7 | 1 month | $75.00 | $75.00 |
| Water and sewer bill-back (Submeter 41,820 to 46,020 gallons) | 4.2 1,000 gal | $11.50 | $48.30 |
| Trash collection share (City bill split equally across 4 units) | 1 month | $18.00 | $18.00 |
| Late fee per lease section 4 (October rent received after the grace period) | 1 each | $75.00 | $75.00 |
| Replace blinds damaged by tenant's pet (Two vinyl blinds and installation) | 2 each | $48.00 | $96.00 |
| Subtotal | $1,997.30 | ||
| Total before tax | $1,997.30 |
What a landlord invoice should include
- Your rental property business name, address, phone and email, plus a tax ID if you are registered
- The customer's name and billing address (Jamie Ortiz in the sample)
- A unique invoice number (INV-3141) and the issue date
- Payment terms and a due date: Due on the 1st of the month per the lease
- Rental property address: for example 140 Orchard Drive
- Unit no.: for example See notes
- Tenant name(s): for example See notes
- Lease start date: for example 12 November 2026
- Line items in month or per item, each with quantity, rate and amount
- How to pay you: bank details, card link or cheque payee
How landlords bill
Bills rent monthly in advance as set in the lease, adding pet rent, parking and utility bill-backs, and charges late fees or tenant-caused repairs only as the lease and local law allow.
Landlords commonly use "Due on the 1st of the month per the lease". A security deposit is collected at lease signing and held apart from rent; many states limit its amount and set a deadline and itemization rules for returning it.
Landlord invoicing tips
- Print the rental period dates on the rent line, not just the month, so a tenant who moved in mid-month or is on a partial last month sees exactly which days are being charged.
- Show the meter readings or the allocation method, such as equal split or square footage, on every utility bill-back line, since tenants challenge utility charges far more than rent.
- Cite the lease section and grace period behind any late fee, and check the cap where the property is, because a late fee the lease does not allow is hard to collect.
- Keep deductions from a security deposit off the monthly rent invoice and put them on the move-out itemized statement your state requires instead.
Landlord billing disputes to head off
- Charging a tenant for normal wear such as faded paint or worn carpet on a rent invoice invites a dispute. Bill only damage you can describe and photograph, with the item and cause.
- A partial payment recorded without saying which charge it covered leaves both sides arguing over what is still owed; listing payments received and the remaining balance by line avoids it.
How to make a landlord invoice
-
Add both parties
Enter Maple Row Rental Property (your business) and the customer, Jamie Ortiz, then rental property address.
-
Number and terms
Give it a unique number such as INV-3141 and set the terms to Due on the 1st of the month per the lease.
-
List the work
One line per item: the sample runs from "Monthly rent, unit 2B" (1 month) to "Replace blinds damaged by tenant's pet" (2 each).
-
Check the total
The 7 lines come to $1,997.30; add sales tax only if your state taxes residential rental.
-
Download and send
Download the PDF or print it, then keep a copy with the residential rental records.
Frequently asked questions
How do I make a landlord invoice?
Add your rental property business details, the customer, rental property address, unit no., tenant name(s) and lease start date, then one line per item with quantity and rate. The template above is pre-filled with 7 lines for bill a tenant for November rent with pet rent, parking, a water bill-back and a late fee totalling $1,997.30; change the prices and download the PDF.
How do landlords charge?
Mostly month. Bills rent monthly in advance as set in the lease, adding pet rent, parking and utility bill-backs, and charges late fees or tenant-caused repairs only as the lease and local law allow.
When should a landlord invoice be paid?
Due on the 1st of the month per the lease is the usual arrangement. A security deposit is collected at lease signing and held apart from rent; many states limit its amount and set a deadline and itemization rules for returning it. Put the terms and the due date on the invoice so there is no doubt.