TLDR (Summary)
The best invoicing software for real estate agents is Plutio ($19/month).
While commissions flow through brokerages, real estate agents need invoicing for referral fees from other agents, consulting and coaching services, and ancillary business income. Plutio creates professional invoices with payment tracking, automatic reminders, and client portal access.
You get branded invoices, multiple payment options (credit card, ACH, PayPal), and automatic follow-ups. Invoices connect to client records so payment history is always visible when you need it.
According to FreshBooks research, 50-70% of invoices get paid late. Automatic reminders and convenient payment options reduce that significantly for agents who invoice regularly.
What is invoicing software for real estate agents?
Invoicing software for real estate agents creates professional payment requests for referral fees, consulting services, coaching, and other income streams outside standard commission splits.
The distinction matters: commission income flows through brokerages with established processes, but referral fees between agents, consulting revenue, and ancillary services often get handled casually through text or email without proper documentation or follow-up systems.
What real estate invoicing actually handles
Core functions include creating branded invoices with your contact information and payment terms, tracking invoice status (sent, viewed, paid), accepting payments through credit cards and bank transfers, sending automatic reminders before and after due dates, and maintaining payment history for tax and accounting purposes. Advanced platforms connect invoices to client records and transaction history.
When real estate agents need invoicing
Agents invoice for several income streams outside standard commissions:
- Referral fees: 25-35% of commission paid to referring agents, typically due at closing
- Consulting services: Hourly or project-based fees for market analysis, investment guidance, or relocation consulting
- Coaching and mentoring: Training services for newer agents or those entering the profession
- Property management: Ongoing fees for managing rental properties
- Staging coordination: Fees for arranging and overseeing property staging
What makes real estate invoicing different
Real estate invoicing often ties to specific transactions with closing dates that determine payment timing. Referral invoices reference property addresses, transaction parties, and commission amounts. Unlike generic service invoicing, real estate invoices benefit from transaction context that connects the payment request to a specific deal.
When invoicing connects to client records and transaction history, payment requests include relevant context and follow-up happens automatically instead of relying on memory.
Why real estate agents need invoicing software
Real estate agents who earn income beyond standard commissions face a tracking problem: referral fees, consulting revenue, and ancillary services often get handled informally, leading to missed payments and poor documentation.
The informal payment problem
Many agents handle referral fees through casual text messages or emails. The referring agent closes their transaction, sends a quick note about the fee owed, and hopes the other agent remembers to pay. Without formal invoicing, there's no tracking, no automatic reminders, and no documentation for disputes or tax purposes.
What breaks without invoicing software
- Lost referral fees: Informal requests get forgotten or delayed indefinitely
- No payment tracking: You can't see whether an invoice was received, viewed, or ignored
- Manual follow-up: Chasing unpaid invoices requires remembering who owes what and when
- Poor documentation: Text message payment requests don't provide audit trails for taxes or disputes
- Inconsistent branding: Casual requests don't reinforce professional reputation
The late payment reality
Research shows 50-70% of invoices get paid late, with the average invoice paid 20 days. For referral fees tied to closings, this means waiting weeks or months after a transaction closes to receive money you're owed. Automatic reminders and convenient payment options significantly reduce collection time.
The scaling tipping point
Agents who generate significant referral income or offer consulting services reach a point where informal tracking becomes unsustainable. With 10+ outstanding invoices across different transactions and services, knowing who owes what and when to follow up requires a system, not memory.
Professional invoicing software creates documentation, tracks payment status, and follows up automatically so you don't lose income to forgotten requests or awkward follow-up conversations.
Invoicing features real estate agents need
The essential invoicing features for real estate agents handle payment requests for referral fees and services while connecting to client records and providing professional presentation.
Core invoicing features
- Branded invoices: Your name, contact information, logo, and brand colors on every invoice. Professional presentation reinforces your reputation.
- Multiple payment options: Accept credit cards through Stripe (2.9% + $0.30 per transaction), ACH bank transfers (typically 0.8%), or PayPal. Multiple options increase payment speed.
- Payment tracking: See when invoices are sent, viewed, and paid. Know whether the recipient has seen your request or if it's sitting unopened.
- Automatic reminders: Configure reminders before due dates, on due dates, and at intervals after. Follow-ups send automatically without awkward manual outreach.
- Invoice numbering: Automatic sequential numbering for organization and tax documentation.
- Payment receipts: Automatic receipts when invoices are paid, providing documentation for both parties.
Real-estate-specific features
- Transaction references: Include property address, closing date, and transaction parties on referral invoices for clear documentation.
- Percentage calculations: Calculate referral fees as percentage of commission with automatic math.
- Client record connection: Invoices link to client profiles so payment history appears alongside other relationship context.
- Recurring invoices: For property management or ongoing consulting relationships, schedule automatic monthly invoices.
Platform features that multiply value
- Client portal access: Recipients view and pay invoices through a branded portal rather than email attachments.
- White-label branding: Custom domain and branding on all invoice communications.
- Accounting integration: Sync with QuickBooks or Xero for bookkeeping.
- Mobile access: Create and send invoices from your phone between appointments.
The deciding factor is integration depth. Invoicing that connects with client records and transaction history provides context that standalone tools miss.
Invoicing software pricing for real estate agents
Invoicing software for real estate agents typically costs $15-50 per month for standalone tools, with the actual cost depending on features and transaction volume.
What agents typically pay for invoicing tools
- FreshBooks: $17-55/month depending on client count and features
- QuickBooks: $30-90/month for accounting with invoicing included
- Wave: Free for basic invoicing, 2.9% + $0.60 per credit card transaction
- Square Invoices: Free to send, 2.9% + $0.30 per card transaction
Standalone invoicing handles payment requests but doesn't connect to CRM, scheduling, or contracts. Agents using separate tools for each function end up with fragmented client records.
Plutio pricing (February 2026)
- Core: $19/month - Complete invoicing with CRM, proposals, contracts, scheduling, and client portals included.
- Pro: $49/month - Unlimited clients, 30 team contributors, advanced permissions, priority support.
- Max: $199/month - Unlimited team, white-label, single sign-on for larger teams.
Payment processing fees
All invoicing platforms charge payment processing fees on top of subscription costs:
- Credit cards: Typically 2.9% + $0.30 per transaction through Stripe or similar
- ACH bank transfers: Typically 0.8% with caps on larger transactions
- PayPal: 2.9% + $0.30 for standard transactions
For a $5,000 referral fee paid by credit card, expect roughly $145 in processing fees regardless of which invoicing software you use.
The ROI calculation
If professional invoicing with automatic reminders helps you collect even one additional referral fee per year that would have been forgotten or delayed indefinitely, the software pays for itself many times over. A single $3,000 referral fee covers years of subscription costs.
When comparing invoicing costs, consider whether you need additional tools for CRM, scheduling, and contracts. Standalone invoicing is cheap, but stacking it with separate tools adds up.
Why Plutio is the best invoicing for real estate agents
Plutio handles invoicing as part of a complete platform where client management, contracts, scheduling, and communication work together rather than as separate tools.
Invoices connect to client records
When an invoice gets created for a referral fee or consulting service, it links to the client profile. Payment history appears alongside communication history, past transactions, and relationship context. Six months later when you work with the same agent again, you see your complete financial history without searching through email or spreadsheets.
Transaction-referenced invoicing
Referral invoices include property address, closing date, commission amount, and referral percentage. The documentation is clear for both parties, reducing disputes and providing audit trails for tax purposes. Templates eliminate re-entering the same referral information on invoices you send regularly.
Automatic payment reminders
Configure reminder sequences that send without your involvement. A typical setup might send a reminder 3 days before the due date, on the due date, and weekly after until paid. No more awkward follow-up conversations or forgotten receivables.
Multiple payment options
Accept credit cards, ACH bank transfers, and PayPal through the same invoice. Recipients choose their preferred payment method. More options mean faster payment because recipients can pay immediately however is most convenient.
Client portal for invoice access
Recipients view and pay invoices through a branded portal rather than email attachments. They see their invoice history, can download receipts, and pay outstanding balances without requesting information from you.
White-label everything
Use your own domain. Upload your logo, set your brand colors. Every invoice and receipt shows your brand, not third-party software. Professional presentation reinforces your reputation with agents you work with on referrals.
Mobile invoice creation
Create and send invoices from your phone. After a closing, send the referral invoice from the parking lot rather than waiting until you're back at your desk. The faster you invoice, the faster you get paid.
Accounting sync
Connect to QuickBooks or Xero for automatic bookkeeping sync. Invoice data flows to your accounting software without manual data entry, keeping financial records accurate with minimal effort.
Every invoice connects to your broader client relationship. Referral fees link to agent profiles, consulting invoices attach to client records, and payment history is always there when you need context.
How to set up invoicing in Plutio
Setting up invoicing in Plutio takes 30-60 minutes for initial configuration, with invoices ready to send immediately after.
Step 1: Configure business details (10 minutes)
Add your business name, address, phone, email, and logo. These details appear on every invoice automatically. Set your default payment terms (Net-15, Net-30) and late fee policy if applicable.
Step 2: Connect payment processing (15 minutes)
Link Stripe for credit card and ACH payments. Connect PayPal if you want to offer it as an option. Test each payment method with a small transaction to verify everything works before sending real invoices.
Step 3: Create invoice templates (15-30 minutes)
Build templates for your common invoice types:
- Referral fee invoice: Include fields for property address, closing date, commission amount, and referral percentage
- Consulting invoice: Hourly or project-based with service description
- Recurring invoice: For property management or ongoing services
Step 4: Configure automatic reminders (10 minutes)
Set up reminder sequences for unpaid invoices. A typical configuration sends reminders 3 days before due, on the due date, and weekly after until paid. Customize the reminder message tone for your relationships.
Step 5: Test with a real invoice
Send an actual invoice (even a small one) to verify the complete flow: creation, delivery, viewing, payment, and receipt. Real transactions reveal issues that test scenarios miss.
Common setup mistakes to avoid
- Skipping payment testing: Verify Stripe and PayPal work before sending important invoices
- Generic templates: Create specific templates for referral fees vs. consulting so you include relevant details automatically
- Missing reminders: Configure automatic reminders during setup, not after invoices go unpaid
Start with templates for your 2-3 most common invoice types. Add more as you identify patterns in invoicing needs.
Invoice templates for real estate agents
Different income streams require different invoice structures, and building templates for each type keeps consistency and professionalism.
Recommended invoice templates
- Referral Fee Invoice: Transaction reference including property address and closing date, referring agent information, commission amount, referral percentage (typically 25-35%), calculated fee amount, payment terms (often due at closing or Net-15 after)
- Consulting Invoice: Service description, hours or project scope, hourly rate or flat fee, total amount due, payment terms
- Coaching/Mentoring Invoice: Session details, package pricing if applicable, recurring billing options for ongoing relationships
- Property Management Invoice: Property address, management period, monthly fee, any additional charges, recurring billing setup
- Staging Coordination Invoice: Property address, staging services coordinated, fee amount, payment terms
Template components to configure
- Header: Your business name, logo, contact information
- Recipient details: Who the invoice is addressed to
- Line items: What the invoice is for with amounts
- Transaction reference: Property address and closing date for real estate-related invoices
- Payment terms: When payment is due and late fee policy
- Payment options: How the recipient can pay
Proven methods
- Include transaction references on all real estate-related invoices
- Set clear payment terms and communicate them upfront
- Use consistent numbering for organization
- Keep copies of all invoices for tax purposes
Invoice templates encode your billing standards. Consistent, professional presentation for every income stream you manage.
Client portals for invoicing
A client portal gives invoice recipients one branded location to view invoices, make payments, and download receipts without email back-and-forth.
Invoice access through portals
When an invoice goes out, the recipient can view and pay through their portal rather than opening email attachments. They see invoice details, payment options, and can pay immediately with their preferred method. The portal maintains their complete invoice history for reference.
Why portal invoicing matters
Email-based invoicing relies on recipients finding and opening attachments. Portal access means invoices are always available in one place, reducing "can you resend that invoice?" requests and providing clear payment history for both parties.
Payment history visibility
Recipients see all invoices you've sent them: paid, pending, and overdue. Complete visibility helps with their own bookkeeping and reduces questions about payment status. For ongoing relationships like referral partnerships or property management, complete history builds trust.
White-label presentation
The portal displays your brand, not software vendor branding. Recipients experience your professional presentation throughout the payment process, reinforcing your reputation with every interaction.
Portal invoicing turns payment requests into professional touchpoints. Recipients get convenient access, you get faster payments and fewer administrative questions.
How to migrate invoicing to Plutio
Migrating invoicing typically takes 1-2 hours since you're primarily setting up new templates rather than transferring historical data.
Step 1: Set up Plutio invoicing (30-60 minutes)
Configure business details, connect payment processing, and create your invoice templates. Most of the migration effort is building templates that match invoicing needs.
Step 2: Export historical records
Download invoice history from your current tool for tax and accounting records. You don't need to import this into Plutio, just maintain it for reference:
- FreshBooks: Reports > Export to CSV
- QuickBooks: Reports > Export
- Spreadsheets: Keep existing files for historical reference
Step 3: Use Plutio for new invoices
Send all new invoices through Plutio. Existing unpaid invoices on your old system can stay there until paid, or you can recreate them in Plutio if you want the tracking and reminder features.
Step 4: Update payment instructions
If you've previously sent payment instructions (bank details, PayPal address) to regular payees like referral partners, let them know you're using a new invoicing system and that they'll receive invoices with updated payment options.
Step 5: Cancel old subscription
Once you're comfortable with Plutio invoicing and any outstanding invoices on the old system are resolved, cancel that subscription. Maintain access to historical records if needed for taxes.
Common migration considerations
- Outstanding invoices: Decide whether to leave them on the old system or recreate in Plutio
- Recurring invoices: Set up recurring billing in Plutio for property management or ongoing relationships
- Tax records: Export complete history from old system before canceling
Invoicing migration is straightforward because you're setting up a new process, not transferring complex data. Focus on building good templates and configuring reminders.
