Hotel folio receipt template
Hotel folio receipt template: room nights, breakfast, minibar and visitor levy by date, the deposit and the card payment at check-out, ready for expense claims.
Templates by industry
- Room, superior double, per night
- Breakfast for two, per morning
- Minibar and room service
- Visitor levy, per person per night
Preparation guide
Example workflow
Match the payment to the invoice
Example: check the payment for "Room, superior double, per night" against the invoice it settles: the invoice number, the amount received and any balance still owed.
Record the payment
Enter the payment date, the payment method and the amount received, and check each line this payment covers, down to "Visitor levy, per person per night".
Send the receipt
Send the receipt to the customer and mark the invoice as paid; if a balance remains, keep the invoice open for it.
A hotel folio collects everything a guest ran up during a stay, night by night, and at check-out it becomes the guest’s receipt. Business travellers hand it to their employer, so it has to show dates, the room rate, each extra and how it was paid, with nothing merged into a single “services” line. This template keeps the room, breakfast, minibar and visitor levy apart, and leaves room for the deposit taken at booking.
Fields to prepare
- Deliverables and line items
- Room, superior double, per night, Breakfast for two, per morning, Minibar and room service, Visitor levy, per person per night: the lines this payment covers, as they appear on the invoice it settles.
- Room, superior double, per night
- Give the arrival and departure dates and the rate per night; if the rate changed mid-stay, use one line per rate.
- Breakfast for two, per morning
- Many employers reimburse meals separately from the room, so keep breakfast off the room line even when it was booked as a package.
- Minibar and room service
- List minibar and room service with the day of each charge, so a disputed item can be checked quickly.
- Visitor levy, per person per night
- Charge the visitor levy (called city tax or tourist tax in some places) only where the municipality sets one, at its rate; check the local rule and count the guests and nights it applies to.
- Payment details
- Record the payment date, the method (bank transfer, card or cash) and the amount received, exactly as it arrived.
- Invoice reference
- Quote the number of the invoice this payment settles; for a part payment, note the balance still owed.
- Scope to agree
- Show every night and charge with its date, separate payments taken at booking from those at check-out, and address the folio to the company when a business guest will claim it.
Before sending
- Does “Room, superior double, per night” match the line on the invoice this payment settles?
- Has the money for “Breakfast for two, per morning” actually arrived, in full or in part?
- Is “Minibar and room service” shown at the amount received, with any balance still owed noted?
Show 4 more
- Does “Visitor levy, per person per night” match the line on the invoice this payment settles?
- Confirm the money has actually arrived before you issue the receipt.
- Check that the amount received matches the invoice, and note any difference as a balance or an overpayment.
- Quote the invoice number it settles, and keep receipt numbers in a sequence of their own.
Worked example: three nights for two guests
The figures are an example, in dollars. Two guests stay three nights in a superior double at $145 a night, take breakfast every morning, use the minibar once and pay a visitor levy of $3 per person per night. They paid a $150 deposit when they booked.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Room, superior double, per night | 3 × $145.00 | $435.00 |
| Breakfast for two, per morning | 3 × $32.00 | $96.00 |
| Minibar and room service | 1 × $46.00 | $46.00 |
| Visitor levy, per person per night | 6 × $3.00 | $18.00 |
| Invoice total | $595.00 | |
| Received | $595.00 | |
| Still owed | $0.00 | |
The folio comes to $595.00. The $150 deposit and the card payment at check-out are shown as payments; together they settle the stay, so the balance is $0.00.
Common mistakes on a hotel folio
- Folding breakfast into the room rate when the guest’s employer reimburses meals separately.
- Showing the booking deposit as a discount instead of a payment.
- Charging the visitor levy for nights or guests it does not apply to.
- Leaving off the company details a business guest asked for at check-in.
- Correcting a disputed charge by hand instead of reissuing the folio.
What the document must show
These details make a receipt easier to approve and to file.
- Your business name and address, and your tax number if you are registered
- Receipt number and issue date (the date the payment arrived)
- Who paid
- How they paid: bank transfer, card or cash
- What the payment is for, and the number of the invoice it settles
- The amount received, with any tax it includes shown separately
- For a part payment, the balance still owed
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending.
Official rate reference: US government: state and local taxes
Frequently asked questions
A guest asks for the folio in their company’s name. Can I change it?
Yes, if the company pays for or reimburses the stay. Add the company name, address and tax number the guest gives you; the guest’s own name stays on it as the person who stayed.
How do I show a deposit taken when the room was booked?
List the charges as usual and record the deposit as a payment received, with its date and method, beside the card payment at check-out. Together the two payments should cover the total.
Do room and breakfast carry the same tax?
Not everywhere: some countries tax accommodation and food at different rates. If yours does, keep them on separate lines with their own rates, and check with your adviser which applies.
Can the folio replace a tax invoice for a business guest?
In some countries a hotel receipt with the right details is enough; in others the company needs a separate tax invoice. Ask your adviser what your guests’ employers can use, and issue an invoice when one is needed.
What if a guest disputes a minibar charge at check-out?
Check the date and time on the line against your records. If you cannot show the item was taken, remove it before the guest pays, and reissue the folio rather than writing over it.
How is tax calculated on this template?
The sales tax depends on where the work is supplied, so set the rate that applies to your customer before sending. The editor keeps the net amount, the tax and the total apart, and recalculates all three when you change a quantity, a unit price or the country setting.
Is this template free?
Yes. You can fill in this template and print it or save it as a PDF without an account, and there is no payment step and no watermark on the document. Saving it to your account and downloading Excel or Word files need a free account.
Read next
Reading for the Hotel folio receipt template: What a receipt must show (and receipt vs invoice) and Deposit invoice: bill upfront, then invoice the balance. To add tax or check a total, use the VAT and GST calculator.