Monthly Rent Invoice Template

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The monthly rent invoice template is for landlords and property management companies to send a rent payment notice to their tenants on the first (1st) of every month or if they are late. In some States, there is a rent grace period that prohibits the landlord from issuing an eviction notice or attempting to collect penalties and fees from the late rent. The invoice should be sent to the tenant by mail, e-mail, or slipped under the door of their residence.

To the tenant’s benefit, if they decide to pay with cash it’s important to have a receipt or elect to have the landlord sign the invoice marking it as ‘paid’ after payment is received.

50-State Grace Periods For Late Rent

In some States, the landlord cannot charge a late fee of begin eviction proceedings until after the statutory “grace period” that is implemented to protect tenants. In most States rent is due on the 1st of the month or as outlined in the lease agreement.

How to Write in Adobe PDF & Microsoft Word

DownloadAdobe PDF or Microsoft Word

1 – The Invoice Used To Bill For Monthly Rent Is An Easily Accessible Download

The “Adobe PDF” button on this page will enable you to access and obtain a re-usable Monthly Rent Invoice as a PDF Template. Select this button, then open this form when you have organized the information it requests.

2 – A Report On The Landlord Or Management Company’s Information Is Required

The Landlord or Management Company’s Legal Name should be reported accurately at the top of this form. Locate the placeholder “Company Name” then, replace it with the Landlord or Property Manager’s Name. Now, list the Full Name of the Landlord, Property Manager, or Management Company Agent that the Tenant should direct payments or inquiries too. Several blank lines designated with the labels “Name,” “Street Address,” “City, State, Country,” and “Zip Code” have been presented in this header strictly to receive this information. The next couple of lines in this section call for the Management Company’s Business Telephone Number and Business E-Mail Address to be furnished. Make sure these items are both well-maintained lines of communication to the Management Company, Landlord, or Agent named above.

3 – Post The Applicable Invoice Number And Date To This Document

The Invoice Number used to track this document in the Property Manager’s filing system should be filled out on the blank line labeled “Invoice #.” The Date when this paperwork is executed will also need to be included in this area. Supply it to the blank line after the word “Date.”

4 – Identify The Tenant Or Rental Client

The entity that must pay rent to the Sender should have its Name and Address clearly shown. Use the “Bill To” section to solidify the Name and Mailing Address of the Tenant. If there is more than one individual or entity on the Lease Agreement then you may insert a blank line in the “Name” area to report the additional Tenant.

5 – Give A Detail On The Monthly Charges

The Monthly Charges the Tenant must pay should be accounted for on this paperwork. We will use the table on this page to report this information where it is requested. There will be two columns that need to be satisfied.

Give a “Description” of the Rental items the Tenant has agreed to pay using the first column. If there are any additional charges, you should record them in this column as well, making sure to note them as additional charges. Every Rental item recorded in the first column should also have the dollar “Amount” reported in the last column.

6 – Complete This Invoice With A Total Figure And Any Additional Information

You must satisfy the last three fields in the “Amount” column. Begin by adding each of the Tenant charges then supplying this result in the box labeled “Subtotal.”

Any taxes the Tenant must pay with the Monthly Rent should be produced in the “Tax” field. Add the “Subtotal” to the “Tax” amounts you documented then fill in the resulting dollar amount to the field labeled “Total.”

The statements at the bottom of this page will allow the issuing Management Company to declare a grace period and pass along other information. If a grace period should be applied, then record the number of days the Tenant has to pay the rent amount above. If the Property Manager or Landlord must deliver any additional information to the Renter, then it should be provided on the two blank lines after the words “Comments Or Instructions.”

How to Write in Microsoft Excel (.xlsx)

DownloadMicrosoft Excel (.xlsx)

1 – Save The Excel Template On This Page To Issue An Invoice To A Rental Client

The Monthly Rent Invoice will act as an official method to bill a Lessee on a regular basis. You may download this reusable spreadsheet template using either the button or the links on this page.

2 – Produce The Lessor And Lessee’s Legal Information

The column on the left will focus on the parties directly involved with this paperwork: the Lessor and the Lessee. Generally speaking, the Lessor is the Property Owner, Property Manager, Landlord, or an approved Agent of all the above. This is the party that will generate this Invoice and expects payment from the Lessee. The first cell in this spreadsheet is reserved in case the Lessor operates under a Company Logo. If so, you should replace the contents with his or her logo. 

The next cell (A2) will accept the Legal Name of the Lessor (i.e. a Management or Leasing Company). Make sure to include any suffixes required by the Lessor’s Name whenever it is presented (i.e. Ltd, Inc., Corp., etc.). Naturally, the official Address where the Lessor may receive the Tenant or Lessee payment should be easily located on this document. Begin by producing the Full Name (First, Middle, Last) of the individual who will receive payments and correspond with the Tenant on this matter in cell A3 then, place the Building Number, the Street Name, and the Unit Number of the Lessor’s Business Address to the cell labeled “Street Address.” The next two cells in column A (A5 and A6) require the “City, State, Country,” and “Zip Code” of the Lessor’s Address entered in their respective places. The next couple of items required to identify the Lessor will be the Business Number and E-Mail Address this entity maintains for ready communication. These items should be entered to cell A7 and A8 accordingly. The next group of cells (marked by the bold words “Bill To”) will seek to define the Lessee. This is the Tenant who will have to pay the Dollar Amount reported on this document to the Lessor. Provide this Tenant or Lessee’s Full Name to cell A11 then follow this up by furnishing the Lessee’s “Street Address,” “City, State, Country,” and “Zip Code” to the properly designated cells.

3 – The Invoice Information And Amount Should Be Displayed Clearly

We will need to give the Lessee a method to easily file, locate, and refer to this document. This is often accomplished by assigning an Invoice Number. Cell F4 will serve to accept this information while cell H4 will need the Invoice “Date” reported. Next, we will need to identify what charges are attached to the Invoice Number you just reported. This task shall be handled in the table of cells beginning on row 16. Utilize column A to give a “Description” of every item the Lessor is charging a Rental Fee for. Thus, if the Lessor charges for various utilities, make sure to report each one on a separate row.

In column B, enter the Dollar Amount the Lessee must pay for every item you listed in the previous column. The “Subtotal” and “Total” cells will both generate the Dollar Amounts owed by the Lessee as you enter information however, cell H22 (“Tax”) will need additional input. Enter the Taxes the Lessee must pay with the charges above.

4 – The Property Manager Or Landlord Can Use The Final Area To Deliver Some Vital Information To The Lessee

It is customary for a Lessor to give a Lessee a grace period to make a payment. You may refer to the list above to see the required grace period for your state. It is also recommended that you make sure you are familiar with any county laws that regulate this topic. When ready, record the number of days constituting the grace period given to the Lessee to pay this Invoice. If the Lessor needs to make sure the Lessee receives additional information with this Monthly Rent Invoice, it may be supplied directly to the area in cell A25 after the words “Comments Or Special Instructions.”



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