Rental invoice template
By Claire Navarro - updated
A rental invoice tells a tenant what they owe before it is due: the rent and any other lease charges, the billing period, the due date and how to pay. Print the blank invoice and fill it in by hand or on screen, or keep every invoice you send in the CSV invoice log, which opens in Excel, Google Sheets or Numbers.
Download the free rental invoice template
Enter your email to get the CSV and the printable copy. The CSV opens in Excel, Google Sheets or Numbers.
The printable copy is blank, ready to fill in by hand or save as a PDF from your browser's print dialog. It is one portrait letter page with blank lines at the top for invoice number, invoice date, due date, bill to, property, unit, from, how to pay and late fee terms, and 10 rows with columns for description, billing period and amount, plus a totals row.
A filled-in rental invoice log
Here are four invoices for J. Rivera at unit 1 of the invented Cedar Court triplex, from the prorated first month in August through November: $5,455 billed across seven lines. August and September are paid, October is partly paid with $500 still due, and November's invoice for $1,585 is open.
| Invoice number | Due date | Billing period | Description | Amount | Status |
|---|---|---|---|---|---|
| INV-2026-01 | 8/18/2026 | Aug 18-31 2026 | Prorated rent, 14 days | $700.00 | Paid |
| INV-2026-02 | 9/1/2026 | September 2026 | Rent | $1,550.00 | Paid |
| INV-2026-02 | 9/1/2026 | September 2026 | Pet rent | $35.00 | Paid |
| INV-2026-03 | 10/1/2026 | October 2026 | Rent | $1,550.00 | Partly paid |
| INV-2026-03 | 10/1/2026 | October 2026 | Pet rent | $35.00 | Partly paid |
| INV-2026-04 | 11/1/2026 | November 2026 | Rent | $1,550.00 | Open |
| INV-2026-04 | 11/1/2026 | November 2026 | Pet rent | $35.00 | Open |
| Total | $5,455.00 |
When to send a rental invoice
Send an invoice before each rent due date, often one to two weeks ahead, so the tenant knows the amount and the date in writing. It helps most when the amount changes from month to month: a prorated first month, a new pet rent or parking charge, a late fee the lease allows or a credit for a repair the tenant paid for.
An invoice asks for a payment that is coming up. A rent receipt confirms a payment you already received, and the rent ledger keeps both on one running balance. Most owners use all three: the invoice before the due date, the receipt after the payment and the ledger the whole time.
What a rental invoice should show
- An invoice number, so each invoice can be found later and no number is used twice.
- The invoice date and the due date.
- Your name or your company's name, and how to reach you.
- The tenant's name, as it appears on the lease, with the property address and unit.
- The billing period each charge covers, such as November 2026.
- One line per charge: rent, pet rent, parking, utilities or a late fee the lease allows, each with its amount.
- Credits, such as an approved repair the tenant paid for, as their own lines.
- The total due.
- How to pay, and the late fee terms the lease sets, if any.
How to use this rental invoice template
The printable invoice fits on one letter-size page, with blank lines at the top for the invoice details and ten lines for charges, plus a total. The CSV is a log with one row per charge, so an invoice with rent and pet rent takes two rows with the same invoice number.
- Download the printable invoice or the CSV invoice log below.
- Number your invoices in order, for example INV-2026-01, INV-2026-02, and never reuse a number.
- Fill in the invoice date, the due date, the tenant, the property, the unit and your own details.
- Add one line per charge with its billing period and amount. For a partial first month, the prorated rent calculator works out the amount.
- Add the total, how the tenant can pay and the late fee terms from the lease.
- Send the invoice, keep a copy and enter each charge on the tenant's rent ledger.
- When the tenant pays, mark the invoice paid or partly paid in the log and give a rent receipt if they ask for one.
Common rental invoice mistakes
- Leaving out the billing period. An invoice that never says which month it covers is hard to match to the ledger later.
- Lumping every charge into one amount. A line for rent, one for pet rent and one for each other charge lets the tenant check each one against the lease.
- Adding a late fee the lease does not allow, or before the grace period ends. Use the terms your lease sets.
- Reusing or skipping numbers. Numbers in order let you and your accountant see that every invoice is accounted for.
- Sending the invoice and never recording it. Enter each charge on the rent ledger, so the balance there matches what you billed.
Frequently asked questions
What is the difference between a rental invoice and a rent receipt?
An invoice asks for a payment before it is due and lists what the tenant owes. A receipt confirms a payment after you receive it and states the balance left. Both should agree with the tenant's rent ledger.
Do I need to send a rental invoice every month?
The lease usually sets the rent and its due date, and many tenants pay on that basis. A monthly invoice still helps, as a reminder and as a written list of every charge, especially when the amount changes.
Can I add a late fee to a rental invoice?
If your lease sets a late fee and the grace period has passed, add it as its own line. The late fee calculator works out the amount from your lease terms. Rules vary by state and city. Check your local law or an attorney.
How do I invoice a partial first month?
Bill the prorated rent for the days the tenant lives there. In the example, J. Rivera moves in on August 18, so the first invoice is $1,550 / 31 days x 14 days = $700. The prorated rent calculator does the same arithmetic for any date.
Can I email a rental invoice?
Yes. Open the printable invoice, fill it in, and choose Save as PDF in your browser's print dialog. Email the PDF to the tenant and keep the file with their records.
Rent invoices drafted for you each month
KeyRing drafts each month's rent invoices for you to approve before they are sent, emails each tenant a PDF invoice with a push notification and flags overdue invoices automatically. Tenants pay online by bank transfer or card. Your first subscription starts with a 14-day free trial.