Rent invoice template for landlords
Reviewed in November 2026
A rent invoice tells a tenant what is due for the month and by which day. It puts the rent, maintenance and utility charges on one page with the period they cover. The template below opens with a monthly rent line ready to edit.
Rent invoice
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What it includes
- Landlord name, address and phone
- Invoice number
- Invoice date and due date
- Tenant name
- Property address and unit
- Agreement date
- Rent period
- Lines: rent, maintenance, utilities, parking, late fee
- Meter readings
- Total due in figures and words
- Security deposit held
- Payment details
Rent invoice: full text
RENT INVOICE
[Landlord name]
[Address] · [Phone] · [Email]
[PAN / tax number, if needed by the tenant]
Invoice no.: [RENT-2026-011] Date: [01-11-2026]
Due date: [05-11-2026]
Tenant: [Tenant name]
Property: [Flat 3B, Address, City]
Agreement dated: [01-04-2026]
Period: [1 November 2026 to 30 November 2026]
Line Unit Qty Rate (₹) Amount (₹)
[Rent for November 2026] [month] [1] [18,000] [18,000]
[Society maintenance] [month] [1] [2,500] [2,500]
[Electricity, 4,310 to 4,522] [unit] [212] [8] [1,696]
[Water charges] [month] [1] [400] [400]
[Covered parking slot] [month] [1] [1,000] [1,000]
[Late fee, if any] [once] [0] [0] [0]
TOTAL [23,596]
Amount in words: [Twenty-three thousand five hundred ninety-six rupees only]
Security deposit held: [₹54,000] (not adjusted against this invoice)
Pay by UPI [id@bank] or to A/c [number], IFSC [code].
Please write [Flat 3B November] as the payment note.Typical lines on a rent invoice
A landlord in Bengaluru lets Flat 3B on an 11-month agreement. Rent is due on the 5th of each month.
| Line | Unit | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|---|
| Rent for November 2026, Flat 3B | month | 1 | 18,000 | 18,000 |
| Society maintenance | month | 1 | 2,500 | 2,500 |
| Electricity, sub-meter 4,310 to 4,522 | unit | 212 | 8 | 1,696 |
| Water charges | month | 1 | 400 | 400 |
| Covered parking slot | month | 1 | 1,000 | 1,000 |
| Late fee for October, as per clause 6 | once | 1 | 0 | 0 |
| Total due by 5 November | 23,596 |
In words the total reads «Twenty-three thousand five hundred ninety-six rupees only». The late fee line stays at zero until a payment is late.
Fields a landlord needs
| Field | Why it matters |
|---|---|
| Property address and unit | Separates two flats let to the same family |
| Rent period | 1 to 30 November ends arguments about which month was paid |
| Agreement date | Links the invoice to the rent and late fee clauses |
| Meter readings | Opening and closing readings show how units were counted |
| Security deposit held | Reminds both sides it is not rent and not spent |
| Due day | The 5th of each month, written every time |
Room rent and paying guest bills
A PG owner or a landlord letting rooms bills per bed or per room. The lines change but the layout does not.
| Line | Unit | Example |
|---|---|---|
| Bed in twin-sharing room | month | ₹9,500 |
| Meals, breakfast and dinner | month | ₹3,500 |
| Laundry | per kg or month | ₹600 |
| Wi-Fi | month | ₹300 |
| AC usage | unit from room meter | ₹9 per unit |
Room bills here are monthly bills to residents. They are not hotel bills for short stays.
Rent increase on the invoice
Most agreements raise rent once a year by a fixed share. Show the new rent from the month it starts.
A 5% increase on ₹18,000 gives ₹18,900 from the next agreement year. Write «Rent revised as per clause 4» on the first invoice at the new rate.
The tenant then sees the reason on the page. The question does not wait for the due day.
Shop and office rent
A commercial tenant often needs the invoice for its books. Add its business name and tax number under Bill to.
A landlord registered for GST adds GST where it applies to the property. Check the rate with your accountant before the first invoice. The tax field in the generator takes any name and rate.
How landlords collect rent over WhatsApp
Most tenants pay on time when the invoice arrives two days before the due day. The trouble starts when the reminder depends on the landlord remembering.
Send the invoice image on the 3rd. Send one short follow-up on the 6th to tenants who have not paid.
«Hello Mr. Rao. The rent invoice for Flat 3B for November is attached. Total ₹23,596 due on 5 November. UPI rao.rentals@upi. Thank you.»
Makatea sends both messages on those days from the landlord's number. It marks the month paid when the money arrives.
Rent invoices outside India
| Country | Currency | What changes |
|---|---|---|
| South Africa | ZAR | Rent due on the 1st and a separate line for municipal charges |
| United Kingdom | GBP | Rent for the period and a note of the protected deposit |
| Kenya | KES | Service charge and water as separate lines |
Pick the currency in the generator. It keeps your choice for the next invoice.
The final invoice when a tenant leaves
The last month needs its own invoice. It settles rent, final meter readings and any agreed repairs against the deposit.
| Line | Amount (₹) |
|---|---|
| Rent, 1 to 15 March | 9,000 |
| Electricity, final reading | 1,120 |
| Repainting as per clause 9 | 6,500 |
| Less security deposit held | -54,000 |
| Refund due to tenant | -37,380 |
A minus total means the landlord owes the tenant. Pay it by the date the agreement sets and attach the invoice.
Rent invoice or rent receipt
The invoice asks for the month's rent. The receipt confirms it was paid. Tenants who claim HRA keep the receipts, so send one after each payment.
Common rent invoice mistakes
- No period on the rent line. «Rent» alone does not say which month.
- Electricity billed without meter readings. The tenant has nothing to check.
- Taking rent from the security deposit without a written note.
- Adding a late fee the agreement does not mention.
- Billing a family member who is not on the agreement.
Let the rent reminders go out on their own
Makatea keeps every tenant with the due day and the amount. It sends the WhatsApp reminder before the date and after it.
Upload the tenant list from Excel. The first 14 days are free and need no card.
Free on Makatea: proforma invoice template · rent receipt template · free receipt template · free invoice generator
Frequently asked questions
What is a rent invoice?
It is the landlord's monthly request for rent and charges. It shows the period and the due day.
Is a rent invoice the same as a rent receipt?
No. The invoice asks for payment and the receipt confirms it.
Can I bill electricity on the rent invoice?
Yes. Show the opening and closing readings, the units and the rate on a separate line.
Should the security deposit appear on the invoice?
Yes as a note. Show the amount held without adding it to the total due.
Can I add a late fee to the rent invoice?
Yes if the rent agreement provides for one. Show it as its own line with the month it relates to.
Can I send the rent invoice on WhatsApp?
Yes. Download the image and send it in the chat with the tenant.
Your recurring collections on autopilot
Makatea sends the reminders over WhatsApp and email, records every payment and tells you who to follow up with first.
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