Travel and tourism invoice template
Invoice template for agencies and tour operators: travel package, accommodation booking service and local guide. Fill it in online or download Excel or Word.
Templates by industry
- Travel package
- Accommodation booking service
- Local guide
Preparation guide
Example workflow
Confirm scope and quantities
Example: reconcile the approval and work record for "Travel package" to establish the quantity for this invoice.
Record delivery and acceptance
Check completion for every line, including "Local guide". 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.
Travel agencies and tour operators usually invoice a booking in two steps: a deposit that secures the dates, and the balance some weeks before departure. This template keeps the package apart from the booking service fee and from guiding days, which helps when a group asks what they pay the agency for and what goes to hotels and guides. It suits small operators, incoming agencies and freelance tour leaders billing a private client, a company or a partner agency.
Fields to prepare
- Deliverables and line items
- Travel package, Accommodation booking service, Local guide: record the quantities actually supplied and the service period.
- Travel package
- Name the trip, its dates and the number of travelers, and list what the package includes, such as transfers, breakfasts and entry fees.
- Accommodation booking service
- Bill your booking fee separately from the hotel cost, and quote the hotel’s confirmation number for each stay.
- Local guide
- Charge per guiding day or half-day, name the tour language and say whether the guide’s meals and travel are included.
- 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
- Separate traveler counts and itinerary, accommodation references, guide days and package inclusions.
Before sending
- Does “Travel package” show the quantity actually supplied, not the quantity first quoted?
- Is “Accommodation booking service” charged at the rate the customer agreed to, with any change approved?
- Is “Local guide” 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 |
|---|---|---|
| Travel package | 1 × $80.00 | $80.00 |
| Accommodation booking service | 3 × $180.00 | $540.00 |
| Local guide | 1 × $650.00 | $650.00 |
| Subtotal | $1,270.00 | |
| Sales tax (8%) | $101.60 | |
| Total | $1,371.60 | |
Net amount $1,270.00, sales tax $101.60, total payable $1,371.60.
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
When should the balance invoice go out?
By the date in your booking terms, early enough that payment clears before you have to pay hotels and guides yourself. Quote the deposit invoice and the amount received in the notes, so the client sees that the two invoices together cover the whole trip.
A traveler cancelled. Do I change the invoice?
No. Leave the issued invoice as it is and, where your cancellation terms allow a refund, issue a credit note for the refundable part, quoting the original invoice number. Non-refundable costs stay billed as they were.
Should hotel costs appear at the price I paid?
That depends on how you sell. As an agent passing on the hotel’s price, show it as charged and add your fee on its own line; as an operator selling a package, a single package price is usual. Check how each model is taxed where you trade.
How is the sales tax worked out on this invoice?
The worked example above uses an example rate of 8%: $101.60 on a net amount of $1,270.00, for a total of $1,371.60. The editor recalculates all three when you change a quantity, a price or the country.
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.
Read next
Reading for the Travel and tourism invoice template: How to write an invoice: a step-by-step example and Invoice numbering: sequences and corrections. The VAT and GST calculator works out the tax line for you.