A rent invoice tells a tenant what they owe for a rental period and by when: the rent itself, any utilities or fees you pass through under the lease, and anything overdue from last month. For small landlords without property management software, a clear monthly invoice is also the simplest record of what was billed, which matters if a payment is ever disputed.
The rent invoice template in the editor below is set up for one unit and one month: rent, water and sewer, trash and a parking space, with the property address and rental period in the header. Change the unit, the tenant and the amounts to match your lease, then download a PDF to email or print.
Click a card to load it into the editor below. The draft already saved in this browser is kept until you edit.
Tip: copy rows from Excel or Google Sheets and paste them into any line.
Rename any label printed on the invoice. You can also click a label on the preview.
Along with your name or company, the tenant's name, an invoice number and dates, a rent invoice should connect the charge to the lease.
Base rent, the tenant's share of water and sewer, trash collection and a reserved parking space.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Rent, Unit 3B: October 1–31 | 1 | $1,650.00 | $1,650.00 |
| Water and sewer, September usage | 1 | $48.20 | $48.20 |
| Trash collection | 1 | $22.00 | $22.00 |
| Parking space #14 | 1 | $75.00 | $75.00 |
| Total due by October 1 | $1,795.20 | ||
Residential rent is usually not subject to sales tax, so the tax line is off. Rules for commercial leases and short-term rentals are different in many places.
When a tenant moves in partway through a month, many landlords bill prorated rent for the first partial month. A common method divides the monthly rent by the days in that month and multiplies by the days occupied: a tenant moving in on October 18 occupies 14 of 31 days, so $1,650 × 14 ÷ 31 = $745.16. Some leases use a 30-day month or a daily rate instead; follow whatever your lease says and show the calculation in the line description.
If last month's rent is still unpaid, list it as its own line, such as “Unpaid rent: September”, rather than adding it to this month's rent. A security deposit is a different matter: in many places it remains the tenant's money held in trust, must be kept apart from rent and may have to be returned with interest. Rules vary widely, so check your local landlord-tenant law before invoicing a deposit or deducting from it.
Rent invoices are the same every month except for the dates and utilities, so set one up carefully and reuse it. After you download the first one, the download dialog offers a new invoice for the same tenant with the next number. Save your name, logo and payment details once in the Brand Kit and every new invoice starts with them.
Send invoices a few days before rent is due, on the same day each month. When a tenant pays in cash, give them a receipt; the receipt generator uses the same editor and marks the document paid. Many tenants need rent receipts for their own records or benefit applications, and a written receipt protects you both.
Rent is normally due on the date the lease sets, often the 1st of the month, and payable in advance for the period ahead. Put that date on the invoice as the due date, and write the payment terms as “Due on the 1st” or “Due by October 1” rather than Net 30.
Grace periods and late fees are governed by the lease and by local law. Some states and cities cap late fees, set a minimum grace period or regulate how fees are described; others leave it to the lease. Check the rules for the property's location before adding a late fee line.
If a tenant falls behind, keep invoicing each month's rent separately and list arrears on their own lines. Clear, dated records of what was billed and paid are what you will need if the matter ever goes further.
Monthly rent, utilities, late fees and receipts.
Your name, the tenant's name, the property address and unit, the rental period, rent and any other charges the lease allows, the due date, late fee terms from the lease, and how to pay.
List each utility on its own line with the period it covers, for example “Water and sewer, September usage”. Keep the bills in case the tenant asks how their share was calculated.
Only if the lease provides for one and local law allows it. Add it as a separate line that names the month it applies to, and check any caps or grace periods where the property is.
A common method is monthly rent × days occupied ÷ days in the month. For example, $1,650 × 14 ÷ 31 = $745.16. Use the method in your lease if it specifies one.
A rent invoice asks for payment before or on the due date; a rent receipt confirms the payment was received. Use the receipt generator when a tenant pays, especially in cash.
Yes. Fill it in on this page and download the PDF for free, with no watermark and no account.
Different work, different invoice. Each of these opens in the same free generator.
