Rental turnover and make-ready

Make-Ready Turnover Invoice Template (Free)

By ShowTheReceipts · Updated

Short answer

A make-ready invoice needs the property and unit number, the dates worked, each task itemized with its own price and photo reference, damage-related items grouped separately from routine turnover so a deposit deduction can be justified, trash-out by volume, rekey per door, and net terms with the property manager named. Copy the template below, or use software that saves the task list and attaches photos per line.

What belongs on the invoice

  • Business name, license/insurance info, contact details
  • Property management company and property manager name
  • Property address and unit number
  • Dates worked and date unit was ready
  • Routine turnover items, itemized with photo references
  • Damage-related items, grouped separately
  • Trash-out by volume
  • Rekey per door
  • Net terms and PO/work order number

The template

[Your Business Name] · License #____ · Insured
[Phone] · [Email]

Invoice #____        Date: __________
Bill To: [Property Management Co.]
Property Manager: __________  WO/PO #: ________
Property: _____________________ Unit: ________
Worked: __/__ to __/__   Unit ready: __/__

--- ROUTINE TURNOVER ------------------------------
Description                        Photo   Amount
--------------------------------------------------
Full clean — ___ bed / ___ bath     [__]   $______
Paint — [rooms]                     [__]   $______
Carpet clean — ___ rooms            [__]   $______
Lock rekey — ___ doors              [__]   $______
Filter / battery / bulb replacement [__]   $______

--- DAMAGE / TENANT-CAUSED ------------------------
Drywall patch — [location]          [__]   $______
Door / trim repair                  [__]   $______
Carpet replacement — ___ rooms      [__]   $______
Blind / screen replacement x___     [__]   $______
Appliance repair / replacement      [__]   $______
Trash-out — ___ loads               [__]   $______
--------------------------------------------------
Routine subtotal                           $______
Damage subtotal                            $______
Tax (if applicable)                        $______
Total Due                                  $______

Terms: net ___ · Photos attached / ref #______

The two-section layout is the whole trick

Routine on top, damage below, subtotaled separately. It maps exactly onto how a property manager has to allocate the cost — owner expense versus deposit deduction — and an invoice that arrives pre-sorted gets approved without a reply.

Reference photos by line, not by folder

A photo number next to each line is enough. The manager only opens the ones that get questioned, and knowing the evidence exists is usually sufficient on its own.

Put the ready date on it

“Unit ready 4/12” is the number the property manager actually cares about. It’s your performance record, invoice after invoice, and it’s what earns the next unit.

Skipping the copy-paste

Software with your standard turnover tasks saved as priced lines builds this per unit in a couple of minutes, with photos attached where they belong.

Frequently asked questions

Why separate damage from routine turnover?

Because the property manager charges one to the owner and may charge the other to the tenant's deposit. Two clearly labeled groups on one invoice does both jobs; a single mixed list forces them to re-sort it themselves, which delays your payment.

Should each line have a photo?

Yes, or a photo reference number. A line item with visual evidence is approvable immediately and defensible if a tenant disputes a deduction — and it costs you seconds on site.

What about belongings the tenant left behind?

Bill trash-out by volume as its own line and photograph it before removal. Abandoned property has legal handling requirements in most states, so document what was there and let the property manager direct what happens to it.

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