Hotel invoice
Invoice template for hotels and guesthouses: room nights, breakfast and facility use. Fill it in online, download Excel or Word, or print to PDF.
Templates by industry
- Room nights
- Breakfast
- Facility use
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Room nights" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Facility use". Confirm actual use, supplied extras and the return or service-completion record.
Send the billing record
Send the final charges, delivery reference and due date to the customer, then reconcile payment against the invoice number.
Hotels usually print a folio at check-out, but group bookings, conference stays and long-stay guests often need a separate invoice addressed to a company. This template splits the stay into room nights, breakfast and use of facilities such as the spa, a meeting room or parking. Breakfast sits on a line of its own on purpose: in some countries it is taxed differently from the room, and companies often reimburse it under different rules.
Fields to prepare
- Deliverables and line items
- Room nights, Breakfast, Facility use: record the quantities actually supplied and the service period.
- Room nights
- Give arrival and departure dates, the number of rooms and nights, and the room type and nightly rate; a rate that changed during the stay needs two lines.
- Breakfast
- Count breakfasts by guest and morning rather than by room, and leave this line off if breakfast was included in the room rate, noting that instead.
- Facility use
- Name each facility with its date, such as a meeting room for half a day or parking for three nights, so the company can sort personal extras from business costs.
- 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.
Before sending
- Does “Room nights” show the quantity actually supplied, not the quantity first quoted?
- Is “Breakfast” charged at the rate the customer agreed to, with any change approved?
- Is “Facility use” finished and accepted, or does it belong on a later invoice?
Show 3 more
- 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.
Worked example with sample figures
The figures below are invented to show how the template adds up: 3 lines in USD, with an example tax rate of 8%.
| Item | Quantity × unit price | Amount |
|---|---|---|
| Room nights | 4 × $750.00 | $3,000.00 |
| Breakfast | 12 × $750.00 | $9,000.00 |
| Facility use | 8 × $120.00 | $960.00 |
| Subtotal | $12,960.00 | |
| Sales tax (8%) | $1,036.80 | |
| Total | $13,996.80 | |
Net amount $12,960.00, sales tax $1,036.80, total payable $13,996.80.
What the document must show
The details an invoice has to show, and why each one matters, are set out in the guide below.
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
Full requirements: How to write an invoice: a step-by-step example
Frequently asked questions
How do I invoice a company for several guests' rooms?
Address the invoice to the company, put each guest's name and dates in the room lines, and quote the booking number or the company’s own order number. Personal charges such as minibar or room service are usually settled by each guest at check-out and stay off this invoice.
Where does a local tourist or city tax go?
If your area charges one, show it on its own line or in the notes with its basis, such as per person per night, rather than inside the room rate. Whether sales tax applies to it and who collects it depends on local rules, so check them.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $1,036.80 on a net amount of $12,960.00, for a total of $13,996.80. The editor recalculates all three when you change a quantity, a price or the country.
Can I add my logo and signature?
Yes. The From section of the editor has a place for your company logo and for a signature or seal image. Uploading a picture needs a free account, and a member can keep both in settings so that every new document starts with them.
Can I email it to the customer?
Yes, from your own mail app. With a free account, the editor’s download menu offers Email this document, which opens your mail app with a message about the document already written. QuoteBill sends nothing itself, so save the PDF and attach it before you send.
Read next
Reading for the Hotel invoice: How to write an invoice: a step-by-step example and Invoice payment terms: Net 15, Net 30, due dates. The VAT and GST calculator works out the tax line for you.