Rent invoice template
A rent invoice gives tenants a clear statement of what is owed for each period and gives you a paper trail if a payment is ever disputed. This template records the property and unit, the rental period, the lease reference and the due day, and keeps rent, utilities and other charges in separate subtotals.
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What this template includes
- Your business name, address and contact details
- Customer name and address
- Document number and issue date
- Property / unit
- Rental period
- Lease reference
- Rent due on
- Line items with qty, amount and amount, grouped as rent, utilities, other charges
- Tax, discounts, amount paid and balance due
Billing rent every month
Create the first invoice, then press Repeat invoice with Monthly selected. The copy gets the next number and a date one month later, and a whole-month period written as 1-30 April becomes 1-31 May. Month-end dates stay at month end, so an invoice dated 31 January repeats on the last day of February and then on 31 March. Utility lines are copied too, so update the meter readings before you send it.
Late fees and local rules
Many places limit late fees by law. New York, for example, caps a residential late fee at $50 or 5% of the monthly rent, whichever is less, and allows it only once rent is more than five days late. With the country set to the United States and New York as your state or the tenant's, the checks flag a late fee above that cap. Elsewhere, charge only what your lease and local law allow.
Questions
Is rent subject to sales tax or VAT?
Residential rent is exempt in most places, so the sample lines are untaxed. Commercial rent can be taxable, for example where a landlord has registered or opted to charge VAT or GST, so tick Taxable where that applies.
Can I include utilities?
Yes. Add each utility under Utilities with the meter readings or billing period in the description, so tenants can compare the charge with the meter or the provider bill.
What is the difference between a rent invoice and a rent receipt?
An invoice asks for payment before or when rent is due, and a receipt confirms payment you have received. Mark the invoice paid in the tracker, or fill in the amount paid, to give the tenant a paid copy.