While managing landlord requests is a daily part of agency life, not every payment they ask you to process qualifies as a legitimate property expense.

Agents have a legal responsibility to ensure only valid, verifiable costs are entered against a rental property’s Trust Account – and that starts with understanding what is actually allowed.

So, what expenses can be processed confidently, as long as there’s a proper tax invoice attached?

Legitimate rental property expenses

Legitimate rental property expenses are typically claimable by the landlord and are considered acceptable for processing via the Trust Account – provided they are accompanied by a valid tax invoice.

  1. Landlord Insurance

    Covers the landlord for loss of rent, damage by tenants, and other risks.

    Be sure the policy is in the name of the owner or the managing agent on behalf of the owner.

  2. Building Insurance

    For standalone properties, this covers the physical dwelling. In strata properties, this is usually covered under the strata levy.

  3. Repairs & Maintenance

    Any work performed by a qualified tradesperson or service provider with a valid ABN and tax invoice.

    This includes plumbing, electrical, pest control, and general maintenance.

  4. Strata/Body Corporate Levies

    Invoices issued by the owners’ corporation or strata manager are legitimate property costs for unit or apartment owners.

  5. Council Rates

    These are payable by the owner and should always be linked to the property itself.

  6. Water Rates

    Includes both fixed and usage charges (where applicable).

    Ensure the invoice is issued by the relevant utility provider.

  7. Gas or Electricity Expenses

    Only when the landlord is legally responsible for the account (e.g. for common areas or fully furnished rentals where utilities are included in the rent).

  8. Smoke Alarm & Safety Compliance Services

    Annual or per-visit compliance charges from licensed providers are fully legitimate.

All of the above expenses must be supported by a valid tax invoice in order to be entered in your Trust Accounting software and claimed by the landlord with the ATO.

A valid invoice will always include the supplier’s ABN, invoice date, description of services, GST component (if applicable), and the total amount payable.

What if the landlord can’t or won’t provide an invoice?

If a landlord asks you to process a payment without an invoice—or provides vague documentation (like an email or handwritten note) – you must decline.

Entering undocumented expenses puts your license, your Trust Account, and your agency at risk.

Need Help Managing Invoices?

We know that collecting, checking, and entering invoices is time-consuming – especially when you’re managing a large rent roll.

That’s why our team offers a streamlined invoicing service to help agencies stay compliant without overloading their staff.

Whether it’s end-of-month processing or ongoing accounts payable, we can manage invoices on your behalf and ensure each entry is backed by proper documentation.

It’s just another way we help you focus on what you do best – managing properties and growing your business.

At End of Month Angels, we support agencies across Australia with trust account reviews, reconciliations, and set up of compliant and efficient systems. Get in touch today to ensure your agency is compliant, protected, and audit-ready.