Property manager invoice template
A worked example for property managers in the professional services category, with 2026 prices and the VAT rules that apply.
A property manager invoice should show a unique invoice number, your name and address, the client's details, the date, each item of work with its price, and the total due. Property managers typically allow 14 days to pay. VAT at 20% is added only if you are VAT registered.
Example property manager invoice
Dated 1 October 2026 with 14 day terms. Names and prices are fictional.
Invoice
INV-0042
From
N. Campbell
Property manager
21 Harbour View
Plymouth
PL1 6HJ
Bill to
Hilltop Farm Shop
Hilltop Lane
Ludlow
SY8 2EJ
- Invoice date
- 1 October 2026
- Due date
- 15 October 2026
- Terms
- 14 days
- Reference
- Property manager work, October 2026
| Description | Qty | Unit price | VAT | Amount |
|---|---|---|---|---|
| Full management fee, 12% of rent collected, 3 properties, October 2026 | 1 month | £414.00 | 20% | £414.00 |
| Tenancy renewal and rent review, Flat 2 | 1 fixed | £120.00 | 20% | £120.00 |
| Contractor call-out arranged: plumber, Flat 1 (contractor invoice attached, at cost) | 1 item | £145.00 | 0% | £145.00 |
- Subtotal
- £679.00
- VAT at 20%
- £106.80
- VAT at 0%
- £0.00
- Total
- £785.80
Typical rates for property managers
Guide figures for 2026. Rates vary by region and experience; the VAT figures come from the 2026-27 tax year data.
| Item | Typical figure |
|---|---|
| Typical hourly rate | £35 to £70 |
| Typical day rate | Not usually quoted |
| Payment terms | 14 days |
| Deposit | Not usually taken |
| VAT flat rate sector | Estate agency or property management services (12%) |
| VAT registration threshold | £90,000 taxable turnover in 12 months |
How do property managers usually invoice?
Property managers invoice landlords by deducting the management fee from rent collected and issuing a monthly statement that lists rent received, fees, contractor costs paid and the net amount transferred. Contractor invoices paid on the landlord's behalf are passed through at cost. Block managers invoice service charges to leaseholders quarterly or half-yearly in advance against a budget.
Property managers in this example give the customer 14 days to pay. Hourly rates run from £35 to £70.
What should a property manager put on an invoice?
Beyond the legal basics, property managers should:
- Issue a monthly statement per landlord showing rent in, fees, repairs paid and net paid out.
- Pass contractor costs through at cost with the contractor's invoice attached.
- List one-off fees (renewals, inspections, check-outs) separately from the percentage fee.
- For block management, reference the service charge budget and the period covered.
Every UK invoice, whatever the trade, must also show:
- a unique, sequential invoice number
- your business name and address (and company number if you trade as a limited company)
- the client’s name and address
- the invoice date and, for VAT invoices, the date of supply if different
- a clear description of each item of work or goods
- the amount due and when it must be paid
- your VAT number, the VAT rate per line and the VAT total, if you are VAT registered
Do property managers charge VAT?
You only charge VAT once registered, which is compulsory when taxable turnover passes £90,000 in any rolling 12 months. Below that, show no VAT line and no VAT number. Once registered, these services are standard rated at 20% for UK clients; services to business clients outside the UK are generally outside the scope of UK VAT.
On the Flat Rate Scheme the sector for property managers is usually “Estate agency or property management services” at 12% of VAT-inclusive turnover, with a 1% discount in the first year of registration. If you spend little on goods you may be a limited cost trader and have to use 16.5% instead. The scheme suits businesses with few VAT-able costs; check it against the standard method with the VAT calculator before joining.
Source: GOV.UK: Invoicing and taking payment from customers; GOV.UK: VAT Flat Rate Scheme, how much you pay. Last updated .
Frequently asked questions
- How do property managers invoice landlords?
- Through a monthly rent statement rather than a separate invoice: rent collected minus the management fee and any repairs, with the balance paid to the landlord. The statement must show the fee and the VAT on it. Landlords use it directly for their tax return.
- Is VAT charged on contractor costs passed to landlords?
- If you pay a contractor as the landlord's agent and pass the cost on unchanged, it is a disbursement and you do not add VAT to it. If you contract the work yourself and recharge it, you must add VAT to the recharge. Most agents treat repairs as disbursements and keep the contractor invoice on file.
- Do property managers charge VAT?
- Yes at 20% on management and letting fees once registered, which most agencies are. Residential landlords cannot usually reclaim it. The flat rate sector for property management is estate agency at 12%.
More professional services templates
- Consultant invoice template
- Business consultant invoice template
- Management consultant invoice template
- Marketing consultant invoice template
- HR consultant invoice template
- Recruiter invoice template
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Cite this page: “Property manager invoice template”, SoleKit, https://solekit.co.uk/invoice-template/property-manager