What’s on the hotel invoice template
Extra fields on this template: Arrival, Departure, Room.
| Item | Qty | Rate | Amount |
|---|---|---|---|
| Room, King deluxeNightly rate | 3 | $189.00 | $567.00 |
| Breakfast for twoRestaurant charge to room | 2 | $36.00 | $72.00 |
| ParkingPer night | 3 | $25.00 | $75.00 |
| Late check-outUntil 2 pm | 1 | $40.00 | $40.00 |
| Subtotal | $754.00 | ||
| Tax (12%) | $72.84 | ||
| Total | $826.84 | ||
| Amount paid | -$189.00 | ||
| Balance due | $637.84 | ||
Example prices in US dollars. Replace them with your own; in the generator, any currency works.
What a hotel invoice shows
- The guest’s name and, for business stays, the company name and address, as the employer needs it for the expense claim.
- Arrival and departure dates and the room number and type.
- Each night’s room rate, or the number of nights at one rate.
- Room and occupancy taxes shown separately from the rate.
- Incidentals charged to the room: restaurant, minibar, parking, laundry, late check-out.
- Deposits and payments, with the balance. A guest who paid in full should get a folio showing a zero balance.
Hotel taxes
Room charges usually carry more tax than other sales: state sales tax plus a city or county hotel occupancy tax, and sometimes a tourism or convention fee. Restaurant, parking and other incidentals may be taxed at the ordinary sales tax rate instead, or not at all. In this template the tax applies to the room and late check-out lines only; mark lines taxable or not to match your local rules, and name the taxes in the notes.
Group and corporate billing
For corporate accounts and group blocks, many hotels bill the company directly on Net 30 terms instead of charging guests at check-out. Put the company in “Bill to”, list each room and guest on its own line, and add the event or group name as an extra field. For international business guests, add their company’s VAT number if they ask for it.
Frequently asked questions
Is a hotel folio the same as an invoice?
A folio is the running account of a guest’s stay. When it’s closed and printed at check-out, it serves as the invoice and, once paid, as the receipt.
Can a guest ask for the invoice in their company’s name?
Yes. Business travelers often need the company’s name and address on the invoice for their expense claim. Add it in “Bill to” and keep the guest’s name on the folio.
How should cancellation or no-show charges appear?
As their own line, such as “No-show: first night per cancellation policy”, with the policy the guest agreed to in the notes.