Rental Invoice Template: Free and Automated Solution for Landlords

February 13, 2024

In this guide, you will learn how to create a rental invoice using a free Google Sheets invoice template so you can save time creating one from scratch and invoice your customers correctly and professionally. We also included some rental invoicing tips to help you leave a good impression as a landlord.

James Fyfe
Co-founder - CEO

Why Should Landlords Use a Free Rental Invoice Template? 

Landlords should consider using a rental invoice template for their rental properties for several reasons:

  • A rental invoice template provides a professional and organized way to document all rental transactions. This can be especially helpful when dealing with multiple properties and tenants, ensuring that all payments and rental periods are recorded. 
  • Using a rental invoice template can help landlords keep track of their rental income and expenses, making it easier to manage their finances and report taxes. The template can also serve as a formal record in case of any disputes or discrepancies regarding rent payments.
  • Another benefit of using a rental invoice template is that it can save time and effort for landlords, as they can simply fill in the necessary details and generate a professional-looking invoice quickly and easily.

What Should a Rental Invoice Template Include?

A rental invoice template should include all the details required for billing a tenant for their rental property. This consists of the landlord's or property management company's name, address, and contact information, as well as the tenant's name and contact information. The rental invoice templates should also include the rental property's address and any unit or apartment number for easy reference.

Additionally, the rental invoice should clearly outline the rental period for which the tenant is being billed and the amount due for that period. It should include any additional fees or charges, such as late fees or utilities, and provide a breakdown of the total amount due. 

The rental invoice template should have a space to specify the payment due date and any accepted payment methods. It should also include a section for the landlord or property manager to sign and date the rent invoice templates, and a space for the tenant to acknowledge receipt of the bill.

Using a standardized rental invoice template can help streamline the billing process and ensure all necessary information is consistently included. Using a free invoice template from a reputable source like Portant can provide a professional and easy-to-use rent invoice template that can be customized to fit your specific rental property needs.

Portant's Invoice Template Sample

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Landlords and property managers can create a clear and professional billing document with the help of a rental invoice template that helps maintain organized financial records and facilitates smooth communication with tenants. 

Best Practices When Sending Rental Invoices to Your Customers

When sending rental invoices to your customers, following best practices to ensure accuracy, timeliness, and professionalism of professional invoices is important.

As a starting point, make sure that your invoices include all the relevant details, such as the rental period, the amount due, and any additional fees or charges. Double-checking these details can help avoid any misunderstandings or disputes down the line.

Description Section of Portant's Invoice Template

It's also important to send out your rental invoices in a timely manner, preferably right after the end of the rental period. This shows your customers that you are organized and on top of your billing, which can help build trust and confidence in your rental business.

When sending invoices, it's a good idea to use a professional invoicing system or software to help streamline the process and ensure that all the necessary information is included. This can also help you track which invoices have been sent and which are still outstanding.

Be sure to clearly outline your payment terms and methods on the invoice, as this can help avoid any confusion or delays in payment.

Payment terms sample in Portant's Invoice Template

Providing multiple payment options, such as credit cards, bank transfers, or online payment portals, and offering a discount can also make it easier for your customers to settle their invoices promptly.

Following up on any overdue invoices with a professional past due invoice email reminder is always a good idea. This practice can help you get paid on time and maintain a positive relationship with your customers. 

Following these best practices when sending rental invoices can help minimize billing issues and maintain a smooth and professional business operation. 

How Can You Create a Rental Invoice Template?

1. Use an Invoice Template that Runs on Google Sheets 

An invoice template that runs on Google Sheets can significantly streamline your invoice creation process. Portant's free invoice template is designed to provide a professional-looking invoice that includes all the important information necessary for your rental needs in invoicing your tenants.

With this template, you can easily fill in the details such as tenant information, rental period, and payment due date, and the calculations for the total amount due will be automatically done for you. This not only saves you time but also ensures accuracy in your invoicing. 

Plus, being on Google Sheets means you can access and edit your invoices from anywhere, making it even more convenient for property managers on the go. 

2. Add your Company's Branding 

Adding your company's branding to Portant's invoice template allows you to create a more personalized and customized look for your invoices. With your logo, fonts, and color scheme, you can ensure that every invoice you send out reflects your brand's identity and values. This not only helps in making a good impression on your clients but also reinforces brand recognition.

Business Information Field - Portant's Invoice Template Sample

Portant's invoice template allows you to easily incorporate your branding elements and maintain a consistent and cohesive look across all your business communications. By personalizing your invoices with your company's branding, you can establish a strong and memorable presence in the minds of your customers. 

3. Include your Tenant’s Contact Information 

Including your tenant's contact information in your rental invoice template is important for maintaining open communication and ensuring they receive their rent invoice on time.

By including their contact details, such as their phone number and email address, you can easily reach out to them in case of any issues with the payment or to provide updates on their rental account. This also provides transparency and professionalism, showing that you value their input and want to make the rental process as smooth as possible. 

4. Write Down the Details of the Rental Services Provided 

 Portant's invoice template provides a detailed breakdown of your rental services. This can include the description of the rental items or equipment, the quantity or duration of the rental, the rental rate, and any additional charges, such as delivery fees or cleaning fees, if applicable.

You want to make sure that your clients have a clear understanding of the services they are being billed for.

5. Have a Unique Invoice Number 

It's important to have a unique invoice number for each of your tenant's issued invoices. This allows you to easily distinguish between the different invoices and keep track of each one individually.

Having a unique invoice number for each new invoice also helps avoid any confusion or mix-ups regarding payments and record-keeping. By assigning a distinct number to each invoice, you can accurately identify and reference them as needed.

This practice not only adds organization and clarity to your invoicing system but also helps maintain clear and transparent communication with your tenants regarding their payments and financial obligations. 

6. Provide Various Payment Methods 

You must provide your customers various payment options when sending out rental invoices. By offering a range of payment methods, you make it easier for your customers to settle their bills in a convenient way. This can improve your cash flow by ensuring that customers are able to pay on time. 

It also shows that you are accommodating and customer-focused, which can help build positive relationships with your clients.

7. Add Payment Terms to Your Rental Invoice

When creating a rental invoice, it's crucial to include clear payment terms to avoid any misunderstandings or delays in receiving payment. Include details such as the due date, acceptable payment methods, and any late fees for overdue rental payments.

Clearly outlining these terms in the invoice helps set expectations for the renter and provides a reference point for both parties if any payment issues arise. 

Providing this information upfront can help maintain a positive and professional relationship with the renter.  

When is it a Good Time to Send Rental Invoices?

It's crucial to send rental invoices at the right time to ensure timely payment and a smooth rental process. The best time to send rental invoices is at the beginning of the month, right before the rent is due. Write an invoice email letting your client know you are requesting payment for the completed work in a professional and kind tone.  

This gives tenants enough time to review the invoice and make any necessary arrangements to pay on time. Sending invoices at the beginning of the month also sets clear expectations for when payment is due, helping to avoid any confusion or delays.

Sending invoices at the beginning of the month also allows for any potential issues or questions to be addressed promptly so that payment can be made without any last-minute hurdles. It's important to balance giving tenants enough time to make payments and ensuring that the invoice is not sent too far in advance, which may result in it getting lost or forgotten.

Prompt invoicing also helps demonstrate professionalism and organization, building trust and a positive relationship with tenants. In some cases, landlords may also send reminders a few days before the rent is due to ensure that tenants are aware and prepared to make the payment.

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