Property managers run rental properties on behalf of owners, handling tenant placement, rent collection, maintenance coordination, and reporting. Solo managers and small firms bill owners for monthly management, leasing, renewals, inspections, and coordination of repairs. Invoices usually go to the property owner, not the tenant.
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Invoice_1001_Client_2026-10-14.pdf
Most residential property managers charge a monthly fee set as a percentage of collected rent, commonly 8% to 12% for single-family and small multifamily, often with a minimum monthly fee per unit. Leasing is billed separately as a tenant placement fee, typically half to a full month's rent. Other charges include lease renewal fees, setup or onboarding fees, routine and move-out inspections, maintenance coordination fees (often a percentage markup on vendor invoices, such as 5% to 10%), eviction filing and court appearance fees, and hourly rates for project work like renovation oversight. Commercial and larger multifamily management may use a lower percentage with a flat monthly minimum. Many managers deduct their fees from rent collected and send the owner a statement, so the invoice or statement needs to show exactly what was deducted.
| Service | Priced | Typical range |
|---|---|---|
| Monthly management fee (residential) | % of collected rent | 8%-12% |
| Tenant placement / leasing fee | % of one month's rent | 50%-100% |
| Lease renewal fee | flat fee | $150-400 |
| Move-in or move-out inspection with photos | per inspection | $100-250 |
| Maintenance coordination markup | % of vendor invoice | 5%-10% |
| Eviction filing and court appearance | flat fee plus court costs | $250-600 |
| Renovation or project oversight | per hour | $50-100 |
| Owner onboarding / account setup | flat fee | $100-500 |
Typical US ranges. Rates vary by region, experience, and job size.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Monthly management fee - 123 Maple St, 10% of $2,100 collected rent (March) | 1 month | $210.00 | $210.00 |
| Tenant placement fee - 123 Maple St (advertising, showings, screening, lease signing) | 1 flat fee | $1,050.00 | $1,050.00 |
| Maintenance coordination - water heater replacement, 8% of $1,450 vendor invoice | 1 job | $116.00 | $116.00 |
| Move-in inspection with photo report | 1 inspection | $150.00 | $150.00 |
| Property visit and vendor walkthrough for roof leak | 1.5 hours | $60.00 | $90.00 |
| Total | $1,616.00 | ||
Notes: Fees for this period were deducted from March rent proceeds per the management agreement. Owner statement with rent collected, expenses paid, and net disbursement is attached. Questions about any charge, please reply within 10 days.
Owners with several properties need to match fees to the right rental for their own books and tax filings.
Percentage fees only make sense when the owner can see the rent amount they were calculated from.
Ties each charge to a signed term and heads off disputes over what was agreed.
Owners expect to see the actual repair cost separately from your markup or coordination fee.
Leasing fees are based on rent and are earned at lease signing, so the dates support the charge.
Shows the service was performed and supports hourly or per-visit fees.
Many states require property management to be done under a licensed broker, and some require the license number on documents. Check your state's rules.
Most managers do not wait for owners to pay: fees are deducted from rent collected before the monthly owner disbursement, which the management agreement should authorize in writing. For fees not taken from rent, such as leasing fees on a vacant unit or project oversight, set payment due on receipt or net 15. Owners often pay by ACH or check, and some managers hold a reserve of $250 to $500 per unit for repairs. Late fees on owner invoices, commonly 1.5% per month, should be stated in the agreement. Keep owner funds and tenant security deposits in the trust or escrow accounts your state requires, and never pay your fees from the wrong account.
Taking your fee from collected rent gets you paid reliably. Send an itemized statement every month so the owner sees rent in, fees out, expenses paid, and the net sent to them.
Do not wait until the end of the month. Leasing work is front-loaded, and a fee tied to a signed lease keeps the billing clear and prompt.
List the vendor's charge and your coordination fee as separate lines. Owners accept a disclosed fee far more readily than a padded repair price.
Many disputes come from owners assuming the monthly fee covers inspections, renewals, or evictions. List extras in the agreement and itemize them when billed.
Track each owner's funds and deposits separately. Clean ledgers make invoices easy to defend and protect you in a licensing audit.
Percentage fees scale with rent and are the norm for residential. A flat fee can work for low-rent units or large portfolios. Many managers use a percentage with a minimum monthly fee so a low-rent or vacant unit still covers the work.
If your fee is a percentage of collected rent, a vacant unit produces no fee. Some managers add a minimum monthly fee or a vacancy fee to cover ongoing work like inspections and marketing. It must be written in the agreement.
The owner is your client, so management and leasing fees go to the owner. Tenants may be charged application fees, late fees, or lease violation charges allowed by the lease and local law. Check your state rules on what can be charged.
Many managers charge a disclosed coordination fee or percentage on vendor work. It should be stated in the management agreement. Some states or licensing boards require disclosure of any compensation from vendors, so check your local rules.
Usually when the lease is signed or when the first month's rent and deposit are collected. State this in your agreement, including whether any portion is refundable if the tenant leaves early.
Send a Property Manager estimate for approval, then turn it into an invoice when the work is done.
Property Manager estimate template