A facility management invoice tells the customer what they owe, what it is for, and when and how to pay. Send a facility management invoice at the start or end of every month. The free generator below is set up for facility management companies: add your items, due date and bank details, then download the PDF or send it on WhatsApp.
What to include on a Facility Management Invoice
- Your business name, address and phone number
- Invoice number, invoice date and payment due date
- Client / property name
- Each item with quantity, price and line total
- Total amount due
- Your bank name, account number and account name
Example: a filled Facility Management Invoice
A facility manager runs an office building. Each month it invoices the owner for the management fee, three cleaners and generator servicing.
Facility management fee (monthly): 1 x ₦350,000 = ₦350,000
Generator servicing: 1 x ₦60,000 = ₦60,000
Cleaning staff (per person, monthly): 3 x ₦80,000 = ₦240,000
Total: ₦650,000. These amounts are examples; use your own prices.
Common mistakes to avoid
- Not stating the month being billed
- Mixing one-off repairs into the monthly fee
- Sending invoices late, which delays payment
- Sending the invoice without a due date
Need a different document?
- Customer has already paid? Give a facility management receipt.
- Customer wants a price before deciding? Send a proforma invoice first.
How facility management companies use an invoice
Facility managers run buildings for landlords and companies: cleaning, security, generators and repairs. They bill monthly, and big clients expect a proper invoice with a due date.
Writing the items on a facility management invoice
List each item or service on its own line, for example Facility management fee, Generator servicing, Cleaning staff, with the quantity and the price for one unit. The generator adds up each line and the total due. Below the items, add the date you expect payment and your bank details, so the customer can pay the moment they open the invoice.
Tips for facility management companies
- Bill each month on the same date, with the month in the item line.
- Show staff costs per person and the number of staff.
- Put one-off repairs on separate lines from the monthly fee.
Getting paid faster
Invoices with bank details, a due date and clear item lines get paid sooner, because the customer doesn’t need to ask questions. Send the invoice the same day you agree the job, not days later.
Frequently asked questions
How do I bill a client every month?
Make one invoice per month with the month in the item line. Start a new document each month, and the invoice number moves up by itself.
Can I add one-off repairs?
Yes. Add them as separate lines so the client can see them.
What is the difference between an invoice and a receipt?
An invoice asks for payment and shows what is owed. A receipt confirms that payment has been made. Send the invoice first, then a receipt when you are paid.
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