What a property maintenance receipt is for
Property managers reconcile payments by property and month for each owner they report to. A receipt that names the property, the month or the work order and the amount paid helps them close their books, and keeps your account clean if anyone asks what a payment covered.
What to put on a property maintenance receipt
- Amount, date paid and method used.
- Property and month or work order.
- Units covered.
- Balance on account, if any.
A worked example
The property manager paid the monthly plan by bank transfer. Enter it in Amount received.
| Line | Qty | Unit | Price |
|---|---|---|---|
| Monthly walkthrough | 1 | visit | Your price |
| HVAC filter changes | 12 | each | Your price |
Name the month the payment covers. Managers reconcile by month, and a receipt without it creates a question.
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
- Fill in who paid and which job or invoice the payment is for.
- Check the lines; they show what the payment covers.
- Pick how they paid and add the check or reference number.
- Type the amount received, or leave it blank when it pays the whole total.
- Print it, download it, or hand it over as a PDF.
Free tools for property maintenance
- Maintenance plan pricing calculator
- Lawn care cost calculator
- Gutter cleaning cost calculator
- Labor rate calculator
The same receipt 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.