The template and a worked example
It’s deliberately plain — no logo, no styling — and it’s an Excel file on purpose: enter the first and last night of each month and the monthly rent, and it works out the nights, the proration and the totals. Here’s the same invoice filled in for a sample stay — a furnished home at $3,100 a month, checking in October 18 for 91 nights, with the first invoice billed before move-in:
- Invoice #
- INV-1001
- Date
- Oct 1, 2026
- Terms
- Net 15 — due before move-in
- Due
- Oct 16, 2026
- PO #
- PO-45821
- Rent — October 2026 (14 of 31 nights)Oct 18, 2026 – Oct 31, 2026 · $3,100.00 × 14 ÷ 31$1,400.00
- Rent — November 2026Nov 1, 2026 – Nov 30, 2026 · full month$3,100.00
- Lodging tax, if anySet by the state and city where the home is — none in this sample$0.00
- Refundable security depositHeld until move-out; returned less any documented deductions$1,000.00
Payment: ACH or wire to [bank details], or a check payable to Your Company LLC. Please include the invoice number. W-9 available on request.
Still to come: Dec 1–Dec 31 ($3,100.00) and Jan 1–Jan 16 ($1,600.00), invoiced monthly in advance.
What a corporate housing invoice needs
| Topic | What to include | Why the payer needs it |
|---|---|---|
| PO or authorization number | The number the payer gave you for this stay | Many accounts-payable teams send back invoices without one |
| Bill to | The paying company, exactly as named on the PO, with an AP contact | It has to match their records to be paid |
| Occupant and property | Who is staying, and the address | The payer may house many people at once |
| Service period | The dates each charge covers | So they can match it to the stay they approved |
| Rent lines | One line per month: rate, nights and amount | Shows the proration instead of asking them to trust it |
| Deposit and fees | Each on its own line — deposit marked refundable | Refundable money is booked differently from rent |
| Tax | The tax, or a note on why there’s none | Answers the question before they ask it |
| Invoice number, date, terms, due date | Unique numbers; terms like Net 15 or Net 30 | Their system tracks invoices by number and due date |
| Remit-to and payment method | Your legal name as on your W-9, and how to pay | Payments go out only to the vendor on file |
| Claim or file number | For insurance (ALE) stays, if the payer gives you one | Ties the invoice to the right claim |
Prorating the first and last month
Corporate stays rarely start on the 1st. Prorate each partial month by the nights in it: monthly rent × nights ÷ days in that month. In the example, October 18–31 is 14 nights of a 31-day month, so $3,100 × 14 ÷ 31 = $1,400. The checkout day isn’t a night, so a stay that checks out January 17 has 16 nights in January: $1,600. Say in your lease which method you use — actual days in the month, or a flat 30 — and use it every time. The free prorated rent calculator shows a partial month both ways, plus a 365-day year.
Company, placement company or insurer: who you bill
Many company-paid stays never need an emailed invoice. Set the stay up in your resident portal and give the company’s accounting team the login: they pay rent there online, like any tenant, and pull the paperwork when accounts payable needs it. That’s how the companies in Nexxus founder Tyler Sorenson’s rentals usually pay — easier for them than chasing emailed PDFs, and easier for the operator than matching payments to invoices.
The exceptions tend to be wires. In those rentals, a team from Italy building a manufacturing line in Arizona paid by international wire under a contract with their foreign employer — after the employer was verified as a legitimate corporation. And a luxury home was booked for a full year, paid up front by wire along with a month’s deposit. Those are the stays where a proper invoice matters. Corporate housing — a midterm stay paid by a business — has three common shapes, and the invoice follows the money:
- The employer pays you directly. Bill the company; the employee is the occupant.
- A relocation or placement company arranges and pays. Bill the placement company, quoting their reference number.
- An insurer pays for a displaced household. Bill the insurer or its placement company with the claim number; see renting to insurance placements.
Sometimes the occupant pays their own rent and gets reimbursed — then there’s no company invoice at all, just rent. Whoever signs the lease and whoever pays, write it down before move-in — see how to start in corporate housing for corporate leases and vetting the company that pays.
Terms, timing and getting paid
- Agree terms in writing before move-in: who you bill, their PO, payment terms and the due date
- Net 30 is common in corporate accounts payable — plan for it, or ask for the first month and deposit before keys
- Invoice monthly in advance, and invoice extensions as their own line or invoice
- Send a W-9 when asked — payers usually need one before they pay a new vendor
- Put your bank details on the invoice once; confirm any request to change them by phone
- Record every payment against the invoice, including a term paid up front
Lodging tax on a 30+ night invoice
Lodging taxes are local, and many treat long stays differently from hotel nights. Three examples, not advice:
- Texas: guests who stay 30 or more consecutive days without an interruption in payment are permanent residents, exempt from the state hotel occupancy tax. Local hotel taxes have their own rules.
- Arizona: stays under 30 days are transient lodging; longer ones are residential rentals — and Arizona cities stopped taxing residential rentals on January 1, 2025.
- Florida: transient rental tax applies to rentals of six months or less, so a typical corporate stay there is taxable.
If no tax applies, say so on the invoice — it saves a back-and-forth with the payer. More state examples are in transient occupancy tax. Confirm the rules where the home is with your tax adviser or the state revenue department.
Why invoices get sent back
Large payers publish their invoicing rules, and the same reasons come up again and again: a missing or wrong PO number, a bill-to name that doesn’t match the PO, a remit-to name or address that doesn’t match the vendor on file, lines that don’t match what was approved, and a statement sent where an invoice was needed. A clear, numbered invoice per period avoids all five.
The branded version: invoices straight from your ledger
The download above is plain on purpose. In Nexxus, the invoice builds itself from the stay’s ledger and carries your brand — your logo, colors, legal name and address. Bill it to the company, with an Attn line, its accounts-payable email and the PO number, and every partial month shows its math — “Aug 23 – Aug 31 · 9 of 31 nights × $4,200/mo” — the same proration as this template. The amount due always matches what the resident portal shows, and the invoice carries a link to pay online.
Two ways it reaches the payer. From the tenant’s page, you email the month’s invoice to the company’s accounts-payable inbox with the PDF attached. Or they download it themselves: when a company’s accounting team pays through your resident portal — the way ours do — this month’s invoice and a statement with a running balance for any dates are right on the Payments page.
The stay’s rent is scheduled on the ledger for the whole stay, first and last months prorated by the day, and paid online by bank transfer or card. Extend the stay and the new months post; shorten it and they come off. When a company wires a whole term up front, you record it once as a prepaid term, with the date the owner was paid for it, so owner payouts never pay that money twice. The deposit sits on the same ledger, and every stay — corporate, nightly or yearly — sits on one calendar.
See corporate housing software and mid-term rental software, or open the live demo set up for mid-term — no sign-up. (Outside the US you’ll often hear these called medium-term rentals; the invoice is the same.)
Corporate housing invoice FAQ
What should a corporate housing invoice include?
Your business name and contact details; an invoice number and date; payment terms and a due date; the payer’s purchase order or authorization number; the company you’re billing, exactly as on the PO; the occupant’s name and the property; the dates the charges cover; each rent period with its rate and any proration; deposits and one-time fees on their own lines; tax, or a note on why there’s none; the total due; and how to pay you.
How do I invoice a company for corporate housing?
Agree the terms in writing before move-in — who you bill, their PO number, payment terms, and whether the deposit and first month are due before keys. Then invoice monthly in advance: the first invoice covers the prorated first month (and often the next full month) plus the deposit, and each later invoice covers the coming month. You can often skip invoices altogether: give the company’s accounting team the resident-portal login, and they pay like any tenant.
When prorating rent, do you use 30 or 31 days?
Either works if your lease says which. Many landlords divide the monthly rent by the actual days in that month, so a 14-night stay in October is 14/31 of a month; others use a fixed 30 days. This template uses the actual days in the month, and so does the Nexxus ledger.
Do I charge lodging tax on a corporate housing invoice?
It depends on the state, the city and the length of stay. Many places treat 30+ consecutive nights differently from hotel stays: Texas exempts guests who stay 30 or more consecutive days from its state hotel tax, Arizona treats stays of 30 days or more as residential rentals rather than transient lodging, and Florida taxes rentals of six months or less. Check the rules where the home is with your tax adviser.
Should I invoice monthly or for the whole stay?
Monthly in advance is the most common for corporate stays, like rent — the first and last months prorated. Some companies prefer to pay a whole term up front — Nexxus’s founder has had a home booked for a full year, paid by wire with a month’s deposit. If they do, invoice the term, record it as prepaid, and invoice any extension separately.
Will the company ask for a W-9 or send me a 1099?
Expect a W-9: businesses that pay you in the course of their trade usually request one before paying a new vendor. For payments made after 2025, the IRS threshold for reporting rents on Form 1099-MISC is $2,000 a year, and payments to corporations are generally exempt. Ask your CPA how it applies to you.
Can I use this template for insurance (ALE) stays?
Yes. Bill the insurer or the placement company that’s paying, put the claim or file number they give you on the invoice, and name the displaced household as the occupants. Placement companies usually ask for a W-9 before the first payment.
Sources
Checked September 26, 2026. Tax rules change — confirm them for your state and city.
- Texas Comptroller: hotel occupancy tax exemptions
- Arizona Department of Revenue: short-term lodging and residential rental tax changes
- Florida Statutes 212.03 (transient rentals tax)
- IRS: instructions for the requester of Form W-9 and instructions for Forms 1099-MISC and 1099-NEC
- Invoicing rules published by large payers, for example Stanford University and the federal “proper invoice” rule, FAR 32.905
- J.P. Morgan: net payment terms