Real estate agent invoice template for marketing recovery and fees
Independent agents and contractors on an ABN issue two kinds of invoice: marketing recovery to the vendor for photography, portal listings, signboards and styling they fronted, and fee or commission invoices to the agency or vendor after settlement. Marketing is passed through at cost with GST added, and the invoice quotes the property address and the marketing schedule in the agency agreement.
Vendors either pay marketing within 7 days or have it deducted from the settlement proceeds, so the terms need to say which. Commission is invoiced when the sale is unconditional or at settlement, depending on the agreement, and its GST is reported when the money lands.
Opens the free generator with these line items, terms and notes filled in. Add your details and download the PDF. No account, nothing uploaded.
What the invoice looks like
Sample business, sample client and the preset lines. The generator uses the same renderer, so your PDF matches this.
| Description | Qty | Unit | Unit price | GST | Amount |
|---|---|---|---|---|---|
Marketing recovery: professional photography and floor plan | 1 | each | $650.00 | 10% | $650.00 |
Marketing recovery: portal listing and signboard | 1 | each | $1,450.00 | 10% | $1,450.00 |
Property styling, 4-week hire | 1 | each | $2,200.00 | 10% | $2,200.00 |
Copywriting and print brochures (100) | 1 | each | $380.00 | 10% | $380.00 |
Four styles and your own accent colour are available in the generator.
The preset line items
Starting points, priced ex GST. Change the descriptions, quantities and rates to match the job; add or delete lines as you go.
| Description | Qty | Unit | Unit price | GST |
|---|---|---|---|---|
| Marketing recovery: professional photography and floor plan | 1 | each | $650.00 | 10% |
| Marketing recovery: portal listing and signboard | 1 | each | $1,450.00 | 10% |
| Property styling, 4-week hire | 1 | each | $2,200.00 | 10% |
| Copywriting and print brochures (100) | 1 | each | $380.00 | 10% |
Suggested payment terms
Marketing costs are payable within 7 days of the invoice date, or deducted from the settlement proceeds as agreed in the agency agreement.
Suggested notes
Property: [address]. Marketing schedule approved on [date] in the agency agreement. Third-party costs are passed on at cost plus GST; supplier invoices are available on request.
What must be on a tax invoice
The ATO's list. The template lays each one out for you; it is general information, not tax advice.
- The words "Tax invoice" (an invoice without GST can just say "Invoice")
- Your identity: your business or trading name
- Your ABN
- The date the invoice was issued
- A description of what was sold, with the quantity and the price of each item
- The GST amount, shown separately or as "Total includes GST of $X"
- Which items carry GST if some do and some do not
- For sales of $1,000 or more, the buyer's identity or ABN as well
Worth adding for your trade
- The property address and the agency agreement date
- Each marketing item against the approved schedule
- Whether the amount is payable now or deducted at settlement
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Questions about invoicing
Do I charge GST on marketing I paid for on the vendor's behalf?
If you are registered for GST and you invoice the vendor for the marketing, your charge is a taxable supply and carries GST. You claim the GST you paid the photographer or portal on your BAS. If the vendor pays the suppliers directly, nothing goes through your invoice.
When do I invoice commission?
When the agency agreement says it is payable, usually on settlement or when the contract goes unconditional. Invoice the agency or the vendor as the agreement provides, quote the property and the sale price, and the GST goes on your BAS for the quarter you receive it on a cash basis.
Should I use a separate invoice for styling and photography?
One marketing recovery invoice with each item as a line is easiest for the vendor and the conveyancer. If the styling company invoices the vendor directly, leave it off yours.
General information only, not tax advice. Check your own situation with a registered tax agent or the ATO.
Want it numbered, sent and chased automatically?
FlowFi keeps your clients and invoice numbers, emails each invoice with a pay-online link, marks it viewed when the client opens it, and sends polite reminders at 1, 7 and 14 days overdue. Quotes, recurring invoices and your BAS from the bank statement are included. Pro is $29 a month, the first 14 days are free, and there is no card to enter.
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