Free hotel and lodging invoice templates

Creating a hotel invoice is essential for documenting and billing your services. To make a hotel invoice, follow these steps:

1. Header: Start by placing your hotel’s name, address, contact details, and logo at the top of the invoice. Include the word “INVOICE” prominently to indicate the purpose of the document.
2. Client Information: Add the name, address, and contact details of the guest or the company being billed. If applicable, include any relevant identification numbers, such as a reservation or booking number.
3. Invoice Details: Provide a unique invoice number and the invoice date for reference and record-keeping purposes. Include the guest’s check-in and check-out dates, as well as any additional relevant details such as the room number or type of accommodation.
4. Description of Services: Itemize the services provided, such as room charges, food and beverage expenses, additional amenities, or any other applicable charges. Include the date of each service and a brief description, along with the corresponding prices or rates.
5. Taxes and Fees: Clearly state any applicable taxes, such as sales tax or occupancy tax, and include them as separate line items. If there are any additional fees, such as resort fees or service charges, list them separately as well.
6. Total Amount Due: Sum up all the charges, taxes, and fees to calculate the total amount due. Clearly display the total amount and specify the currency.
7. Payment Terms: Specify the preferred method of payment and provide any instructions or deadlines for payment. Include your hotel’s accepted payment methods, such as cash, credit cards, or online payment platforms.
8. Contact Information: Provide a contact person’s name, position, and contact details for any inquiries or clarifications regarding the invoice.
9. Additional Information: Include any relevant terms and conditions, refund policies, or special notes that may be applicable to the invoice or the guest’s stay.
10. Thank You and Closing: End the invoice with a polite and appreciative note, such as “Thank you for choosing [Hotel Name]. We value your business and look forward to serving you again.”

Creating an invoice for a motel, resort or most lodging businesses, will not differ much from their counterparts. Remember to keep a copy of the invoice for your records and provide a copy to the guest or the appropriate party. Using an invoice generator app like Bookipi will ensure both parties own a digital copy without the hassle of retaining a physical document. You can easily halve your invoicing process just by reusing the service items and information headers.

No, a hotel receipt and a hotel invoice are not the same. A hotel receipt is a document provided to the guest as proof of payment for their stay at the hotel. It typically includes details such as the room rate, taxes, any additional charges, and the total amount paid.

On the other hand, a hotel invoice is a document generated by the hotel and sent to the guest or their company for billing purposes. It includes a breakdown of charges for the guest’s stay, such as room charges, meals, amenities, and any other services or fees incurred during their stay. The hotel invoice is usually more detailed and serves as a request for payment.

While both documents provide information about the guest’s expenses, a hotel receipt is given to the guest upon payment. A hotel invoice is typically sent to the guest or their company for payment.

Creating invoices manually for a hotel can be a time-consuming task, taking away precious time from core operations. Generic invoice templates may not capture the specific details needed to create accurate invoices for guests. It is crucial to include comprehensive information about room charges, additional services, taxes, and any other fees incurred during the guest’s stay.

Optimize your invoicing process and reclaim precious time by leveraging an invoicing solution like Bookipi Invoice for your lodging business. Our intuitive app empowers you to generate and dispatch polished invoices to your esteemed guests with ease. Effortlessly include essential customer and invoice details, securely stored and readily accessible with a few simple clicks. Enjoy the added convenience of features such as digital signatures, online payment options, and read receipts, all designed to enhance efficiency and provide a seamless invoicing experience. Join hotels, motels and resorts worldwide in embracing the beloved invoice generator that maximizes efficiency and saves valuable time.