Hotel invoice

Invoice for Room nights, Breakfast, Facility use.

Templates by industry

  • Room nights
  • Breakfast
  • Facility use

Preparation guide

Record the booked resource, use period, included services and the conditions for return or completion.

Deliverables and line items
Room nights, Breakfast, Facility use: record the quantities actually supplied and the service period.
Booking and period
Identify the venue, equipment or service, quantity, and the start and end of use.
Included services and extras
Agree the included use, transport or staff, and units and charges for extra use.
Scope to agree
Give the stay dates and number of rooms, whether lodging tax is included, and which charges the company settles rather than the guest.
  • Check booking-change and cancellation terms and amounts already paid.
  • Name the person who confirms the return or completion time and condition.
  • Match completed work to the order or approval record, and confirm the payment due date and amounts already received.

  1. Confirm scope and quantities

    Example: reconcile the approval and work record for "Room nights" to establish the quantity for this invoice.

  2. Record delivery and acceptance

    Check completion for every line, including "Facility use". Confirm actual use, supplied extras and the return or service-completion record.

  3. Send the billing record

    Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.

What the document must show

A an invoice is easier to approve and to file when these details are on it.

  • Your business name, address and registration or tax number
  • The customer's name and address
  • Issue date and a document number you do not reuse
  • Each line item with quantity, unit price and amount
  • Tax shown separately from the net amount, and the total payable
  • Payment terms: due date, bank details or accepted payment methods

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

Hotel invoice: what should it include?
Start with the line items this template already carries — Room nights, Breakfast, Facility use — and replace them with what you actually supplied. Then check the required details above, especially the document number and the separated tax amount.
How is tax calculated on this template?
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.
How should I number invoices?
Use one unbroken sequence per business, never reuse a number, and issue a credit note rather than deleting an invoice you have already sent.
Is this template free?
Yes. Editing and PDF export are free with an account; there is no payment step and no watermark on the document.
Can I download it as Excel, Word or PDF?
Yes. The spreadsheet and the Word file download straight from this page, and the spreadsheet keeps its formulas, so changing a quantity updates the tax and the total. For PDF, open the template and use Print / PDF.
Can I use it in another language or currency?
Yes. The document language can be set to any of 33 languages, and changing the country setting updates the currency, the date format and the tax rate.