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.