What a property maintenance invoice is for
Property managers pass maintenance invoices to owners and allocate them by unit. An invoice that lists the plan, each work order with its unit number and date, and parts on their own lines lets the manager forward it without rewriting, and gets you paid on their schedule instead of after questions.
What to put on a property maintenance invoice
- The monthly plan line.
- Each work order with unit and date.
- Parts and markup.
- After-hours calls.
- Approval references for work over the limit.
A worked example
The monthly visit plus three work orders: a leaking faucet in 4B, a door closer in the lobby and a ceiling light in 2A.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Monthly walkthrough | 1 | visit | Your price |
| Work order 4B, faucet cartridge | 1 | hour | Your price |
| Work order lobby, door closer adjust | 0.5 | hour | Your price |
| Work order 2A, ceiling light fixture | 1 | hour | Your price |
Put the unit number in every work order line. Managers allocate costs by unit, and it saves them redoing your invoice.
Line items property maintenance companies use
| Line item | Unit | How to write it |
|---|---|---|
| Monthly walkthrough | visit | Common areas, exterior and the punch list. |
| Work order labor | hour | Billed by the hour with a minimum. |
| Unit turnover, paint and repairs | each | Per unit; scope in the note. |
| HVAC filter changes | each | Per unit, filter size. |
| Smoke and CO detector check | each | Test and battery swap per unit. |
| Light bulbs and fixtures | each | Common area lighting. |
| Gutter cleaning | ft | Per foot of gutter. |
| Grounds care visit | visit | Mowing, trimming and litter. |
| Snow and ice, per visit | visit | Walks and entries. |
| Parts and materials | each | At cost plus your markup. |
| After-hours call | each | Emergency rate and minimum. |
| Trip charge | each | For work orders outside a scheduled visit. |
Terms and deposit language for property maintenance
- Deposit. No deposit on monthly plans. Turnovers and projects over the plan limit take a deposit when approved, within your state's limits.
- Payment. Monthly plans are billed at the start of each month. Work orders are billed when completed.
- Warranty. You stand behind your repairs for the time stated. Licensed trade work is done by licensed trades and warranted by them.
- Work over the approval limit in this agreement needs the manager's OK first.
- Plumbing, electrical and gas work beyond small repairs goes to licensed trades.
- Tenant access is arranged by the property manager with proper notice.
How to fill it in
- Your business details carry over from any template you used before.
- Fill in who you are billing and the job.
- Check the lines against what you actually did, and add your prices.
- Put any deposit in Already paid, so the balance is right.
- Print, download or send it from Koira with a pay-by-card link.
Free tools for property maintenance
- Maintenance plan pricing calculator
- Lawn care cost calculator
- Gutter cleaning cost calculator
- Labor rate calculator
The same invoice for other trades: appliance repair, auto detailing, carpentry, carpet cleaning, chimney, house cleaning, commercial cleaning, concrete, deck, drywall, duct cleaning, electrical, fence, flooring, garage door, general contractor, glass, gutter, handyman, holiday lighting, home inspection, hood cleaning, hvac, insulation, irrigation, junk removal, landscaping, lawn care, locksmith, masonry, moving, painting, pest control, plumbing, pool service, pressure washing, remodeling, restoration, roofing, security system, septic, siding, snow removal, solar, tile, tree service, water treatment, waterproofing, window cleaning, window and door.
More for property maintenance companies: how property maintenance companies run on Koira.