How to Use Roomfy's Free Invoice Generator for Landlords

Why landlords and letting agents need proper invoices

If you rent out rooms or manage shared houses, keeping clean financial records is not optional. HMRC expects landlords to maintain accurate records of rental income, and professional invoices protect both you and your tenants if a dispute ever arises. Yet many private landlords still rely on bank transfer notes or informal messages — which rarely hold up.

A proper invoice shows the rental period, the amount due, any deposit reference, and the landlord's details. It is the kind of documentation that satisfies letting agents, housing benefit teams, and accountants alike.

What Roomfy's Free Invoice Generator does

Roomfy has built a straightforward, no-cost invoice generator designed specifically for the UK rental market. You do not need to create an account, download software, or subscribe to anything. The tool runs entirely in your browser.

Photo by Kelly Sikkema on Unsplash.

With it, you can:

• Add your name or company name and contact details
• Enter the tenant's name and address
• Set the invoice date and due date
• Itemise rent, deposits, or additional charges
• Generate a clean, professional PDF ready to send

The output looks polished enough to hand to a housing officer, a local authority, or a Universal Credit claimant who needs proof of rent for their housing cost element.

Photo by 2H Media on Unsplash.

How to create your first invoice, step by step

Step 1 — Open the tool. Navigate to the Roomfy Free Invoice Generator. No login is required.

Step 2 — Fill in your details. Enter your full name or business name, your address, and a contact email. If you are VAT registered (applicable if your rental income turnover exceeds the current £90,000 threshold), add your VAT number here.

Step 3 — Add tenant information. Enter the tenant's name and the property address. For HMO or shared house rentals, include the specific room reference if you manage multiple units.

Step 4 — Set the invoice number. Use a consistent numbering system such as INV-001, INV-002. HMRC does not prescribe a specific format, but sequential numbering makes record-keeping and self-assessment much simpler.

Step 5 — Itemise the charges. Add a line for the monthly rent, the rental period it covers, and any separate items such as a holding deposit or admin fee. The Tenant Fees Act 2019 caps what landlords in England can charge, so only include permitted payments.

Step 6 — Review and download. Check all details, then generate your PDF. You can download it immediately and email it directly to your tenant.

Who benefits most from this tool

The invoice generator is useful for a wide range of landlords and housing providers:

• Private landlords renting out spare rooms under the Rent a Room scheme (currently up to £7,500 per year tax-free) who want clear income records.
• HMO landlords managing multiple tenants in a shared house, where tracking individual rent payments separately avoids confusion.
• Supported housing providers and charities who need to issue rent statements to tenants on Universal Credit or Housing Benefit. Local authorities and the Department for Work and Pensions (DWP) often ask for written invoices or rent schedules when processing claims.
• Letting agents handling rent collection on behalf of landlords who need a quick, consistent document.

If you are already listing your rooms on Roomfy — which connects landlords to a broad range of tenants including those in the supported and benefits housing market, students, and professionals seeking shared accommodation — the invoice generator means you have everything you need to manage lettings professionally from one place.

Tips for keeping your invoices HMRC-compliant

HMRC does not mandate a specific invoice template for residential landlords, but good practice means including:

• A unique invoice number
• The date of issue
• The full name and address of both parties
• A clear description of the service (rent for a specific period and address)
• The amount due and the due date
• Your payment details (sort code and account number, or a payment link)

Keep copies of all invoices for at least five years after the relevant self-assessment tax return filing date. This is the standard HMRC record-keeping window for landlords.

Sending your invoice to tenants

Once you have downloaded the PDF, you can attach it to an email, share it via WhatsApp, or print it. For tenants who need a rent statement for a Universal Credit housing costs claim, a PDF invoice with your landlord details and the tenancy address is usually sufficient evidence. If a tenant is using the Landlord Portal on Universal Credit, you may also need to confirm rent separately through that system.

Next steps

Ready to fill your rooms as well as manage them professionally? List your rooms on Roomfy and reach thousands of tenants across the UK, including students, working professionals, and people in supported or transitional housing. With free tools like the invoice generator alongside a nationwide tenant marketplace, Roomfy gives landlords and housing providers everything they need in one place.

List your rooms on Roomfy →