Property Maintenance Invoice Template

Property Maintenance Invoice Template is useful as a definitive request for payment from Clients.  This paperwork gears itself to collecting payment for both the products or materials used as well as the labor involved for the maintenance job that the Client must pay for. The structure here will need the facts regarding the billable job furnished to its contents to properly request payment. While this will naturally vary from Client to Client the basic information you present to your Customers when requesting payment should not. Thus, every area of the invoice should be filled out. There will also be an optional area for more specialized content to be included.

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Bill To
Line Item

How to Write in PDF and MS Word

Download: Adobe PDF & Microsoft Word (.docx)

Step 1 – The Invoice On This Page Will Bill Property Maintenance Clients For The Services And Labors Used

When it is time to seek payment from your Property Maintenance Client, download the PDF or Microsoft Word version of the document previewed above. A set of links (“Adobe PDF” and Microsoft Word (.docx)”) and caption buttons (“PDF” and “Word”) have been set to give you access to file of your choice.


Step 2 – Produce The Property Maintenance Entity’s Professional Or Legal Identity

The beginning of this invoice will make a simple request. Locate the textbox that contains the term “Company Name” then replace this wording with the Property Maintenance Company’s legal name.   The Representative of the Property Maintenance Company that will bear the responsibility of collecting payment from the concerned Customer should be dispensed with the Company’s name. Thus, continue the construction of this heading with the “Name” of the person designated and authorized for this task. The Property Maintenance Company’s mailing address will have three distinct lines where it must be displayed. The first address is designated with the “Street Address” label. Usually, this is composed of the building number, street name/number, and suite number in the Property Maintenance Company’s mailing address, but you may also supply a P.O. Box number. The second line of the Property Maintenance Company’s mailing address is divided by the next two lines. Thus, report both the “City, State, Country,” and “Zip Code” of this address as requested. It is a general rule of thumb to make sure that the Customer can contact the originator of this kind of paperwork fairly quickly if desired. Accommodate this preference by inputting the Property Maintenance Company’s current business line to the next available space (labeled “Phone”). You must round out this introduction by displaying the email address actively monitored by the Property Maintenance Company on the “E-Mail” line.


Step 3 – A Record Number For This Paperwork Is Necessary For The Customer’s Benefit

This paperwork, while brief, will carry a wealth of information regarding the property maintenance provided, the costs required, and the status of the Customer’s account (regarding this bill) therefore, many entities will attach a unique number that can be used as a document title in a filing system. The blank space attached to the “Invoice #” line anticipates your entry of this content. The right side of this page displays a prominent “Date” line. This “Date” will be accepted as the invoice “Date” when you enter it, meaning that it is the first calendar “Date” of this invoice’s lifespan and effectiveness.


Step 4 – Document The Property Maintenance Client’s Identity And Billing Information

The Property Maintenance Client this invoice targets retains an area of display for his or her contact information. The next section, with the title “Bill To,” will set up the Recipient in the Client role but requires your input to do so. Simply place the “Name” of this entity on the first blank line under this title.  The “Street Name” and “City, State, Country” lines are the next two items you must satisfy. Fill these spaces in with the full address of the Property Maintenance Client excluding the postal code. Furnish the Property Maintenance Client’s “Zip Code” on the last available space of the Property Maintenance Client’s area.


Step 5 – The Property Maintenance Materials Being Billed Must Be Accounted For

The Customer will expect a reasonable account of products, supplies, or materials necessary to complete the maintenance job on the Client’s property. A clearly visible set of tables are on display in the second half of this document. The table titled “Material” will enable this presentation. The column at the beginning of this table is reserved as a staging area for a list of the tangible or physical items the Property Maintenance Client ordered.      The next task in this table’s preparation is to confirm the number or “Quantity” of physical items ordered for the property maintenance job. This defining number is needed in the “Quantity” column. Remember that you are supplying an inventory, so the number ordered must be on the same row as the concerned physical item.         The “Unit Cost” of the ordered maintenance product is the next concern to be addressed. The third column will bear this title and expect the dollar amount furnished on the appropriate row.    The “Amount” column needs two types of values. The first will be a result basic multiplication. Furnish the product of the “Quantity” value and the “Unit Cost” dollar amount on the same row as the item this calculation will refer to.    The next part of this column, displaying the label “Total Material,” will need the addition of all the numbers in the above column.


Step 6 – Furnish A Report On Service Hours Requiring Payment

The physical services that were required for the maintenance job and that you intend to collect payment on will need to be discussed in the “Service table.” The first column of the “Service” is dedicated to the “Description” of the time spent maintaining the property. This can be reported as a contract/job number or with a straight transcription of the logbooks for this job. 

The time spent on the property maintenance assignment must be divided into “Hours” then reported in the second column.  This table’s construction will continue with a request for the “Hourly Rate” that must be paid to Property Maintenance Engineers working on the job. The third column is devoted to displaying this information for each line you have reported a shift or contract/job number.  Once you’ve described the “Hours” that must be paid for and the “Hourly Rate” that will be applied, you must multiply the two values entered on each row with one another and submit the result to the last field of that row. This field is located under the “Amount” heading of the last column.

The “Amount” column will conclude with the field labeled “Total Service” which is devoted to displaying the sum of the values defining the owed “Amount” on each row.


Step 7 – Submit A Summarization Of The Invoice Charges

The final table of this set will begin with the “Subtotal” field and is located in the lower right of the page. This one-column table will require that you first submit the total dollar value that was reported in the fields “Total Material” and “Total Service” as the “Subtotal.” This is not the final figure owed because the subject of taxes has been left unattended. 

If the materials sold through this invoice are subject to the Property Maintenance Company’s state sales “Tax.” Then you must enter the amount that must be added in taxes in the second box. Similarly, by leaving this box blank or entering a “0,” you would confirm that no sales tax has been applied and that it is not required. 

The “Total” will be the final value you must calculate. Do so, by adding the two boxes of this final table to one number and recording that number in the “Total” field.

Step 8 – Declare The Deadline For The Property Maintenance Payment

An optional statement on the left of the “Total” you supplied can be applied to this value as a deadline. To take advantage of this, fill in the longest frame of time (in “Days”) the Property Maintenance Company will wait to receive payment before deeming it late on the blank line after “Payment Is Due Within #.” The number of “Days” you report on this line is often referred to as a ‘grace period.’

Step 9 – An Area Dedicated To Additional Content Is Available For Your Use

If you wish to include any property maintenance information left unaddressed, the “Special Instructions And Comments” statement has reserved a couple of empty lines you may populate with such items.


How to Write in MS Excel

Download: Microsoft Excel (.xlsx)

Step 1 – Save The Excel Property Maintenance Invoice Spreadsheet From This Page

The “Microsoft Excel (.xlsx)” text link or similarly designated button beneath the image will both grant you the ability to download then use the spreadsheet needed to issue an invoice for property maintenance. Select either of these items, save the file provided, then open it to begin.


Step 2 – Construct The Header With The Property Maintenance Company’s Information

The Property Maintenance Company’s logo can be directly uploaded in cell A1. This object can be any up-to-date and reasonably sized image file. Generally, you will want to keep the dimensions small however, this sheet will accommodate larger logos as well.  In addition to the banner or logo that will display at the top of the finished invoice, the legal name of Property Maintenance Company should be entered as cell A2’s contents

Next, Property Maintenance Engineer or Office Employee’s full “Name” must be placed directly below the entity’s identity in cell A3

After identifying who payment or correspondence should be directed, column A will expect the address of the Property Maintenance Company submitted. Find cells A4, A5, and A6 to input the “Street Address” and “City, State, Country” then, the Property Maintenance Company’s “Zip Code” in their respective fields.

The official business line of the Property Maintenance Company, as well as its current electronic mail address, are both needed and command their own fields of display. Locate cells A7(E-Mail”) and A8 (“Phone”) then produce both these items accordingly.


Step 3 – Conclude The Header With Document Information For This Invoice

The next part of the invoice header is presented directly to the right of the content you have produced. This area displays a one-row table where only two pieces of information will be requested by the current cells. In the “Invoice #” cell (F4) replace the “[No]” text with the official document number for the invoice.  Cell H4 will already be populated with useable information; the current “Date” as read by the clock on your computer. This will be assumed to be the first calendar “Date” of the invoice’s effect and can be replaced with a calendar day of your choosing.


Step 4 – Begin The Next Part Of This Invoice With An Identification Of The Customer

You must directly address the Property Maintenance Client in this paperwork. Furthermore, you should leave no question as to his or her role in this invoice. Therefore, locate the “Bill To” section (beginning on the tenth row), then attach the “Name” of the Property Maintenance Client to this invoice as the Payer by typing it into cell A11.

The “Street Address” and “City, State, Country” held in the Property Maintenance Client’s present mailing address is considered necessary for this section. Thus, furnish cells A12 and A13 with this content.

Cell A14 has been reserved for the postal code attached to this address. Replace the word “Zip Code” with this information from the Property Maintenance Client’s maili9ng address.


Step 5 – Continue Through This Sheet With Details Of The Maintenance Materials Required

The section beneath the Customer’s billing information consists of three distinct tables. You will use these as a method to document the Client’s property maintenance supplies and/or services. The “Material” table starts with the “Description” section in column A. This group of cells (beginning with cell A18) will accept a complete inventory of the maintenance products and supplies ordered or used for the completion of the Client’s order. List every such item separately or row-by-row.  Column F shall continue this excel table by requesting the “Quantity” ordered for every item listed.         The next column that you must focus attention on is column G (“Unit Price”). Here, the exact dollar cost of one piece, measuring unit, or container sold is needed. Thus, if the Client ordered three cans of cleaning solution, record the price of just one of these cans. Once you have entered two values to a row (in columns F and G), the last column (H) will retrieve the numbers to display how much the Customer must pay for the maintenance product ordered on that row.     


Step 6 – Submit Documentation Of The Property Maintenance Engineer or Company’s Billable Time

Row 24, the “Labor” table, allows a proper report on the Property Maintenance Engineer’s billable time. Beginning with cell A26, document every shift or job number where the Property Maintenance Company will expect compensation for physical time spent satisfying the Client’s needs.  Divide the time spent into “Hours” then produce the total amount worked in column F. It is expected that the “Hours” you furnish here must correspond to the job you listed in the first column.

Now, this table will be completed with your next entries. The “Hourly Rate” the Property Maintenance Company or Engineer earns for every one hour of work on the maintenance project is expected. As this number is submitted the “Amount” portion of column H shall populate the required figures to define what must be paid by the Client for the property maintenance. 


Step 7 – Finalize The Property Maintenance Charge For The Client

The last table of this section of the invoice only contains three cells in one column. Of these, you must only attend to one. The other two will be set with figures the spreadsheet has derived for you. In cell H34, the sales or service “Tax” the Client is responsible for must be entered or you may confirm that none has been applied by leaving this cell unaltered (it will automatically assign a “0” dollar value as “Tax”). 


Step 8 – Declare The Grace Period Afforded To the Property Maintenance Client

The phrase “Payment Is Due…” in cell A35 will begin the process of closing our input for this paperwork. Decide how many days from the receipt of this invoice the Property Maintenance Client is allowed to have to pay this bill. When you have decided when a payment will be considered late, replace the “[#]” of this statement with that number of days.   


Step 9 – Include Additional Property Maintenance Instructions, Disclosures, Or Information As Needed

The next cell down this column, cell A36, allows the Property Maintenance Company to produce additional content conerning the job or the Client. The area after “Special Instructions Or Comments” can be extended to other cells if more room is needed.