How to Invoice as a Property Manager
How to bill property owners, step by step: the regular management fee, one-off charges such as leasing a unit, and repair costs you paid on an owner's behalf.
In the US, the Bureau of Labor Statistics' Occupational Outlook Handbook (page last modified August 27, 2026) says "Property, real estate, and community association managers oversee many aspects of residential, commercial, or industrial properties." When you manage for an owner, your management agreement sets what you charge and when. The invoices to the owner should follow it line by line.
This guide covers the invoices you send to owners: the recurring fee, one-off fees and costs you paid for them. Rent collection, tenant deposits and owner statements follow your state's rules and your agreement, so they're left out here; a lawyer or accountant can advise on those.
Worked example (sample figures): a manager looks after 4 units for one owner at $95.00 a unit each month, so the monthly fee is 4 × $95.00 = $380.00. In March the manager also pays a plumber $240.00 for a repair in one unit and finds a new tenant for another, with a $500.00 leasing fee in the agreement. March's one-off invoice is $240.00 + $500.00 = $740.00, so the owner is billed $380.00 + $740.00 = $1,120.00 for the month.
Step-by-step invoicing guide
- 1
Match the invoice to the management agreement
Use the fee names, amounts and due dates your agreement with the owner sets, so each invoice can be checked against it.
- 2
Put the monthly fee on a recurring invoice
Billed's invoice software page says "For clients you bill on a schedule, set up a recurring profile once." It adds that you "Choose the billing frequency (daily, weekly, monthly or yearly) and how many invoices to send, or keep sending until you stop."
- 3
Bill leasing and other one-off fees separately
When the agreement charges a fee for filling a vacancy or arranging a project, send it on its own invoice with the unit and date it relates to.
- 4
Pass on repair costs you paid for the owner
Record the payment to the contractor first. Billed's expense tracking page says "An expense in Billed records who you paid, when, how much and which category it belongs to, with the receipt attached to the same entry." Billed's help center adds: "If there are any unbilled expenses of a particular client, you can add these expenses to the client's next invoice." and "The expense will appear as a line item in the invoice."
- 5
Name the property and unit on every line
Show owners with several units which charge belongs where. Billed's mobile app page says you can "Add line items, your logo, and tax, then send by email or share a link before you leave the site."
- 6
Attach the contractor's invoice
Billed's invoice software page says you can "Add files to your invoices and estimates."
- 7
Send reminders and log each payment
Billed's help center says "You can set a schedule of payment reminders before and after the invoice's due date." Billed's invoice software page says "When a client pays by check or cash, record it as an offline payment so all your income is in one place."
Tips for property manager invoicing
- Bill the monthly fee on the same date the agreement names, every month.
- Write the unit number and address on each repair or leasing line.
- Keep the contractor's receipt with the expense, so the owner can see what was paid.
- Send one-off charges promptly instead of saving them for a quarterly bill.
- Use the fee names from your agreement, word for word, on the invoice.
Common invoicing mistakes to avoid
- Charging a fee the management agreement doesn't mention.
- Paying for a repair and forgetting to pass the cost on to the owner.
- Combining several units' charges in one line with no unit numbers.
- Letting the monthly fee date drift from month to month.
- Sending a leasing fee weeks after the tenant moves in.
How this works in Billed
Recurring Fees
Billed's invoice software page says "For clients you bill on a schedule, set up a recurring profile once."
Costs Paid for Owners
Billed's help center says "If there are any unbilled expenses of a particular client, you can add these expenses to the client's next invoice."
Files With the Invoice
Billed's invoice software page says you can "Add files to your invoices and estimates."
A History for Each Owner
Billed's client management page says "Each client profile in Billed includes a complete history of invoices, estimates, and payments."
Payment Reminders
Billed's help center says "You can set a schedule of payment reminders before and after the invoice's due date."
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
| Charge to the owner | Where it goes |
|---|---|
| Monthly management fee | A recurring invoice on the agreement's date |
| Leasing or project fee | Its own invoice, naming the unit |
| Repair you paid for | The owner's next invoice, with the receipt |
| Overdue balance | A reminder before the due date, then after it |
When this isn't for you
This guide covers invoices from a manager to a property owner. It doesn't cover collecting rent from tenants or handling deposits.