If you're the owner of a property maintenance small business, providing an invoice to your clients is crucial. Not only does it help you get paid after a job, but it allows you to keep track of payments and costs. Skynova's invoice template allows property managers to create and customize professional invoices in just minutes.

Instead of using additional programs like Microsoft Word or Microsoft Excel, Skynova allows you to customize our free invoice templates directly and then download it in PDF format to send to your client so you don't have to worry about printable invoices. If you work in property management, learn more about the service invoice template below which has been developed for your business:

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How to Create a Property Maintenance Invoice

When the job is done and you're ready to bill your clients, you want to be able to create a detailed and accurate invoice quickly and efficiently. A simple, homemade spreadsheet invoice simply won't do and will look unprofessional.

This is where Skynova comes in. In this section, we will present several steps for using Skynova's simple invoice template to create an invoice form like the one featured above.

  1. Add Your Business Address and Your Client's Address

    The first two items to add to your blank invoice template are your business address and your client's address. There are many reasons to include this contact information beyond simple convention.

    Including your company name and address makes it abundantly clear who the bill is coming from. The last thing you want is for a client to open your invoice, not easily see who it is from, and have to Google your information. Or worse, the client might set it aside and forget about it. Your business address also makes it clear where to send payment, so it is important to include it in addition to your business name.

    Including the client's name and address both allows you to keep track of this important information but also makes it clear to the client that the invoice was sent to the right place. If you are billing a larger company or client, for example, you might need to specify in the address who the bill is being directed to in order for the person in charge of sending payment to receive it.

    Remember to double-check both your business name and address and the client's name and address after you enter it. Accuracy is important so the invoice and the payment make it to the right people, but it's also important so your business doesn't appear unprofessional by having typos in the entries.

    If you are sending your invoice and accepting payment electronically instead of through the mail, you may instead choose to include names and email addresses instead of mailing addresses in the associated fields. You may also wish to include your phone number in case the client has questions about the invoice and would like to contact you to discuss them.

  2. Add an Invoice Number

    The next field to enter is the invoice number. You can enter any combination of letters and numbers, but keep in mind that this field is your opportunity to implement a method for tracking invoices efficiently.

    The simplest numbering system for invoices is to start with "1" (or "001," or something similar) and number each successive invoice in order. If you are sending out your first invoice, however, and don't want it to be obvious that it's your first, you might consider beginning your numbers at 501 or 1001 instead.

    Note that you can also use the invoice number as a way to classify invoices by adding additional alphanumeric codes before or after the number. For example, if you want to distinguish commercial clients from residential clients, you might use a numbering system that begins with a "C" for commercial and an "H" for homeowner.

    You may also choose different codes for one-time jobs or for ongoing jobs. Take some time when creating your first invoice to determine if such a system will help you track and classify invoices more effectively.

    Whatever system you choose for creating invoice numbers, these numbers are your way to track and identify invoices quickly and efficiently. This can be especially important if you send more than one invoice to the same or similar clients, allowing you to distinguish which bills have been paid and which have not.

  3. Add an Invoice Date and Due Date

    There are two dates to add to your invoice: the invoice date and the due date. Usually, the invoice date is simply the date the invoice was created or sent. It may also be the date the work was completed, depending upon your business's policies.

    The due date is the date by which you expect payment. Ideally, your business should have a standard policy for due dates, such as to request payment one month or 30 days after the invoice date. Some business owners like to be paid as soon as possible and will state "upon receipt" as the due date to indicate this. There is no right or wrong decision; just determine what billing cycle works best for your business and your clients.

    It's always a good idea to make due date expectations clear to all clients upfront. Let them know when they can expect to be billed and on what timeline they should be paying that bill. This avoids potential confusion and problems later on.

    Also, by having a clear due date and a clear billing cycle policy, you will be better able to handle and track past due payments and send reminders or assess late fees accordingly.

  4. Calculate and Enter the Cost of Supplies (if Applicable)

    The next step is to begin listing the charges for supplies on the invoice. If you had to replace a dishwasher or install a drainpipe, for instance, you will want to list those items and their associated costs here.

    Make sure the description of the item is as clear and unambiguous as possible. Include the full and complete name of each item, along with other defining characteristics such as brand name or size. It might be a good idea to even include the SKU number. By doing this, you avoid any confusion if a client has questions about charges. You will know immediately by looking at the invoice the exact item and model in question without having to guess.

    After entering the item description, you will also enter the unit price (the cost of one item) and the quantity (the total number of that particular item used). The amount field will then automatically populate with the total cost for each item entered

  5. Enter the Cost of Labor (if Applicable)

    The next items to include in the list are your labor costs. Depending on the client and the particular job, you may enter this as hours worked for an hourly wage, or you might have flat fees for regular maintenance services. Labor costs could include anything from one-time repair work on a rental property to ongoing maintenance work.

    For the description of your hourly work, you may simply list "labor" or something similar. Enter the hourly fee in the unit price field and enter the number of hours in the quantity field. The total will then appear in the amount field.

    Separately list any flat-fee services you and the client previously agreed on, along with their associated prices. If you offer multiple flat-fee services, distinguish them clearly in the description and use the same descriptions from client to client and from invoice to invoice so there is no room for confusion later on.

  6. Enter Any Discounts Provided

    The Skynova template also includes the ability to enter discounts as part of the invoice. Many businesses like to offer discounts to clients to encourage more business or to gain referrals for additional clients. Discounts are typically applied after your subtotal.

    Be sure that the discount option is selected in the "Item" field and include a description of the discount being applied. When the discount option is selected, the unit price you enter will automatically be a negative figure and will be subtracted from the total amount owed.

  7. Add a Note to Provide Additional Context

    The final field to fill out in the invoice is the optional "Note" section. This is a great place to include a summary of the work done, to further describe any of the billed items or discounts, what payment methods are accepted, or to simply include reminders about future service expectations and when and how to contact you if needed.

    You may also choose to use this space to include a kind note letting the client know you appreciate their business. Something as simple as, "We look forward to serving you again" can make them feel valued and keep them coming back to you for future needs.

Invoicing Tips and Best Practices for Property Maintenance Businesses

Now that you understand the ins and outs of filling out the Skynova building maintenance invoice template, we'd like to provide a few additional tips and best practices for property management. You'll want to maintain a competitive edge to ensure you are getting the best real estate to maintain.

  • Consider Monthly Management Fees

    If you are contracting as the handyman for rental companies or large complexes, it often makes sense to charge a regular monthly management fee since you are a regular service provider. This fee covers your ability to be on call for immediate work orders and to perform regular handyman maintenance specific to the property in question.

    You may need to negotiate this fee differently with each client depending on the size and needs of the property in question. It may be a flat fee or it may be based on a percentage of the rent.

  • Consider Setting Up a Reserve Repair Fund

    For larger clients, it might make sense to set up a reserve fund through which repair and supply charges beyond the regular maintenance fees can be paid. This could be great to save up for an eventual roofing project, for instance. This is a separate account that the property owner adds money to, and from which they can authorize you to take money from for needed repairs.

  • Handle Past Due Payments With Confidence

    Pursuing unpaid invoices can be stressful. Many business owners are afraid of coming across as rude or aggressive when doing so. However, Skynova helps business owners track their invoices so they can easily find the ones that are past due and make a plan for sending out reminders.

    The reminder can be in the form of an email, letter, or even a quick phone call to let the client know their bill was due. Often, the bill was simply overlooked and the reminder will result in prompt payment.

Easily Invoice Your Property Maintenance Clients With Skynova

With Skynova, taking care of invoicing and billing doesn't have to be daunting. Our easy-to-use property maintenance invoice templates can have you sending out professional-looking statements to your clients in no time. There are also many other Skynova templates, including receipt templates and estimate templates. Get started with Skynova today.

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