The template and a worked example
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. Shaded cells are yours to edit. 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 taxStay of 30+ consecutive nights — exempt in some states and cities; check yours$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.
Company, placement company or insurer: who you bill
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. We’ve housed a team from Italy building a manufacturing line in Arizona, paid by international wire under a contract with their foreign employer — after we’d verified it was a legitimate corporation.
- 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.
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. 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 record behind the invoice
Use this template for the invoice itself. Nexxus keeps the record behind it. The stay’s rent is scheduled on one tenant ledger for the whole stay, with the first and last months prorated by the day — the same math as this template. Extend the stay and the new months post; shorten it and they come off. When a company pays 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 because corporate stays share homes with nightly bookings and yearly leases, they all sit 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.
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. We use the actual days in the month — so does this template — and it’s what the Nexxus ledger does.
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; 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