Rent invoice template

What to list on a rent invoice

• Your name or business name and contact details, and your tenant’s name.
• The word “Invoice”, a unique invoice number and the date you sent it.
• The unit or address, and the month the rent covers, such as “March rent — Unit 2”.
• A due date written out in full, such as the 1st of the month.
• The rent as its own line, and any other regular charge, such as parking or a storage space, on a line of its own.
• The total due, and how to pay.

Keep each line short and specific. If your tenant can see what every amount is for, there is less to ask about before they pay.

Billing the same rent every month

Rent is the same request month after month, so it is the best kind of invoice to repeat. Make the first one on the 1st, due the same day, and set it to repeat every month. Each copy goes out with a link to pay, so you stop retyping it.

Your tenant does not need an app or an account. They open the link or scan a QR code and pay by card or from a US bank account.

If rent is late

A polite reminder a few days after the due date settles most late rent. Reminder emails can go out for you before and after the due date, and they stop once the rent is paid.

Some landlords add a late fee as its own line. Late fee limits vary by state and city, so check yours before charging one, and make sure your rental agreement says so. Our free late fee calculator works out the amount.

Keeping records

Number your invoices in order and keep a copy of every one. Having each month’s invoice and payment in one place helps at tax time and when a tenant asks what they paid. Rules differ by place, so check with an accountant about what you must keep and for how long.