Free invoice templates for accommodation providers built for room charges, taxes, and cleaning fees. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.
Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.
How to label charges so every invoice makes sense the moment your clients see it.
List room nights, taxes, cleaning fees, deposits, and extras with professional invoice line items.
Real slips that slow payment or spark disputes. Use these fixes to keep invoices clear and compliant.
For hoteliers, property managers, and hosts: itemize room nights, taxes, fees, deposits, and add-ons. Faster approvals, fewer disputes, on-time payment, clear answers.
State your cancellation window and charge per policy. Example line: “No-show fee: 1 room night @ $149.00.”
List each item with date and unit cost, not a lump sum. Example lines: “Parking: 2 nights @ $20.00,” “Mini-bar: 3 items @ $5.00.”
Show each tax as its own line with the rate. Rules vary. Check local rules. Example: “City occupancy tax: 14% of room rate: $21.70.”
Use a split folio: Room, taxes, and meeting space to the company; incidentals to the guest. Example: “Room: 3 nights @ $135.00 billed to ABC Corp; Dining: $62.00 billed to guest.”
Describe the issue and the remediation. Example: “Excess cleaning: 2 hours turnover @ $40.00,” “Linen replacement: 1 queen sheet set @ $35.00.”
Some states waive occupancy tax after a set number of nights. Rules vary. Check local rules. Example: “Tax exempt after 30 nights: nights 31–45: $0 occupancy tax.”
Bill the virtual card for room and tax if the OTA is merchant of record; collect incidentals from the guest. Example: “Expedia virtual card: $428.40 room + tax; Guest card: $36.00 parking.”
Include signed registration, folio with dates, rate plan, and any incidentals with receipts or photos. Example attachment note: “Smoking fee: evidence photo dated 08/12, $250.00.”
