How to Invoice as a Real Estate Agent
A step-by-step guide to the invoices an agent sends outside a sale's closing: rental placement, agreed flat service fees and costs paid on a client's behalf.
In the US, the Bureau of Labor Statistics' Occupational Outlook Handbook (page last modified August 27, 2026) says "Real estate brokers and sales agents help clients buy, sell, and rent properties." It also says "they may help rent or manage properties for a fee." This guide doesn't cover commission on a sale.
What it covers is the work you invoice directly: placing a tenant for a landlord, a flat fee for a service the client has agreed to in writing, and costs you paid for the client. Check your state's rules and your brokerage's policy before you invoice any fee, and ask a lawyer if you're unsure.
Worked example (sample figures): a landlord signs an agreement for a flat $1,500.00 fee to find a tenant for one apartment, and asks the agent to book professional photos, which the agent pays for at $175.00. When the lease is signed, the agent invoices $1,500.00 + $175.00 = $1,675.00, due in 10 days.
Step-by-step invoicing guide
- 1
Confirm the fee is one you can invoice
Check your brokerage agreement and your state's rules for who may bill the client and how, before you set up the invoice.
- 2
Quote the service in writing
Describe the service, the fee and when it's due, and get the client's approval. Billed's features page says "Yes your clients can approve or reject your estimates online."
- 3
Invoice when the agreed event happens
Send the invoice when the trigger in the agreement occurs, such as the lease being signed. Billed's invoice software page says you can "convert an approved estimate into an invoice".
- 4
List the fee and any costs separately
Show the service fee on one line and each cost you paid for the client on another. 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." and "The expense will appear as a line item in the invoice."
- 5
Name the property on the invoice
Put the property address and the date of the lease or service on each line, so the client can keep it with the transaction records. 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
Set the due date
Billed's invoice software page says "Set a due date on each invoice so your client knows when to pay."
- 7
Take payment and send a receipt
Billed's invoice software page says "Connect Stripe and each invoice gets a pay button for card payments, or connect PayPal to add a PayPal option." It also says "After a client pays, you can send them a payment receipt."
Tips for real estate agent invoicing
- Get the fee and the trigger for invoicing agreed in writing before you do the work.
- Keep the receipt for photos, signs or other costs you pay for a client.
- Put the property address on the invoice.
- Invoice as soon as the trigger happens, while the client still has the lease or agreement in hand.
- Check your brokerage's policy on who sends invoices for agent services.
Common invoicing mistakes to avoid
- Billing a fee the client never approved in writing.
- Folding a cost you paid into the service fee, so the client can't see it.
- Sending the invoice before the agreed trigger, such as before the lease is signed.
- Leaving the property address off.
- Starting the work before the fee and its due date are agreed.
How this works in Billed
Fees Approved Online
Billed's features page says "Yes your clients can approve or reject your estimates online."
Costs on the Client's Invoice
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."
Due Dates
Billed's invoice software page says "Set a due date on each invoice so your client knows when to pay."
Card and PayPal
Billed's invoice software page says "Connect Stripe and each invoice gets a pay button for card payments, or connect PayPal to add a PayPal option."
Receipts
Billed's invoice software page says "After a client pays, you can send them a payment receipt."
Frequently asked questions
Start Invoicing With Billed
Set up your account and send your first invoice with Billed.
At a glance
| What you're billing | How to show it |
|---|---|
| Rental placement or another agreed fee | One line, with the property address and date |
| Photos, signs or other costs you paid | One line per cost, from your expense records |
| The lease or service date | Written on the line it belongs to |
| Late payment | A reminder before and after the due date |
When this isn't for you
This guide covers fees an agent invoices directly. It doesn't cover commission on a sale.