Download Free Bed and Breakfast Invoice Templates

Download a template, then edit in PDF, Word, Excel, Google Docs or Google Sheets. Print or email when ready.

Sheets, Excel, Word and Doc Templates Coming November 21, 2025.

Custom Bed and Breakfast Invoice Template

Best for:

Logo, booking ID, channel and PO fields.

Editable Bed and Breakfast Invoice Template

Best for:

Edit add-ons, discounts, late checkout.

Free Bed and Breakfast Invoice Template

Best for:

Nights, room, rate, guests, extras.

Printable Bed and Breakfast Invoice Template

Best for:

Totals, taxes, policy note, signatures.

How to Invoice as a Bed and Breakfast

Keep it simple: confirm the stay, take a deposit, itemize everything, then apply credits and send.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

In 5 Steps:

Confirm guest details, stay dates, room type, and rate, then take a booking deposit.
List room nights, included breakfast or add-ons, and required taxes on the invoice.
Apply the deposit as a credit and show the remaining balance.
Set payment terms, due date, and accepted methods, and include cancellation rules.
Send the invoice before check-in when possible and issue a paid receipt after checkout.

Free Online Invoice Generator

☝️ No sign-in. Save as PDF.

What to Include in a Bed and Breakfast Invoice

These are the must-have fields for clear, compliant invoices.

Invoice number and issue date
Guest name and contact details
Business name, address, and contact details
Business registration or tax ID
Lodging or occupancy license number (check local rules)
Stay dates, room type, nightly rate, and number of nights
Itemized extras and services
Taxes and fees with names and rates
Deposits, credits applied, and balance due
Payment terms, due date, accepted methods, and cancellation or no-show policy

Billing Scenarios for Bed and Breakfasts

How to label charges so every invoice makes sense the moment your clients see it.

Booking deposit; Deposit applied

Deposit collected at booking

Shows the upfront charge and how it reduces the final balance.

Seasonal rate adjustment; Weekend surcharge

Seasonal or weekend pricing in one stay

Explains why nightly totals differ across the booking.

Early check-in fee; Late checkout fee

Early check-in or late checkout

Covers time outside standard hours.

Extra guest fee; Rollaway bed

Extra guest or rollaway bed

State the due date, accepted methods, and any late fees in plain language.

Pet fee; Deep clean

Guest brings a pet

Offsets extra cleaning and wear.

Damage charge; Replacement cost

Documents repair or replacement with notes or photos.

Free Online Invoice

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Room rates and guest fees for B&Bs

List nightly rates, occupancy taxes, extras, and add ons with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Room Night

Item

Nightly stay booked

Qty × nightly rate. Record room, guest, and dates so occupancy tax and reporting stay accurate.

Cooked Breakfast Add-On

Item

Breakfast sold separately

Qty × per-person rate. Note date and dietary needs to avoid disputes and keep kitchen counts tight.

Excess Cleaning Time

Time

Mess beyond standard turnover

Hours × hourly rate. Add photos and notes; use only when cleanup exceeds normal room reset.

Extra Guest Fee

Item

Headcount over base occupancy

Qty × per-night rate. Capture guest name and nights to stay within occupancy limits.

Pet Cleaning Fee

Item

Approved pet in room

Qty × per-stay fee. Note pet type and dates; separate from damage charges if needed.

Late Checkout Fee

Item

Checkout past posted time

Qty × fee. Record promised cutoff time in notes to document the exception.

Parking Fee

Item

On-site parking reserved

Qty × nightly rate. Log plate or space number for auditing and guest lookup.

Laundry Service

Item

Guest laundry handled in-house

Qty × per-load rate. List items and return time; batch by guest to avoid mix-ups.

Gift Basket

Item

Taxable

Pre-arranged welcome basket

Qty × cost × markup factor. Itemize contents and track inventory for restock.

Local Wine Bottle

Item

Taxable

Retail bottle sold to guest

Qty × cost × markup factor. Verify age, record varietal, and decrement stock.

Save and reuse your room rates and fees

Create a free account and save rates, taxes, and extras once, so nothing gets retyped.

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Common Bed and Breakfast Invoicing Mistakes

Invoices can get messy fast, which slows payment and sparks disputes. Use these simple fixes to keep things clear.

Mistake

How to fix it

Missing invoice number and dates blocks tracking and delays payment.

Assign a unique invoice number and issue date every time and link it to the booking ID.

Bundling taxes into the room rate hides real costs and triggers pushback.

List each tax by name and rate and show pre-tax subtotal and tax subtotal separately and check local rules.

Show check-in and checkout dates, number of nights, and room type in the header.

State the due date, accepted methods, and any late fees in plain language.

Jargon or internal codes on extras confuse guests and stall approvals.

Use everyday words and short notes so anyone can read the invoice.

Not sending a paid receipt makes reimbursements and records a hassle.

Mark the invoice paid with the date and method and email a receipt right after settlement.

Bed & Breakfasts Invoice FAQs

Bill rooms, breakfast add-ons, taxes, deposits, and damages the right way. Itemize fees, markup, and terms for faster payouts, clear answers.

How do I charge lodging and occupancy taxes correctly?

Charge state sales tax, local lodging tax, and any tourism assessments separately. Rules vary: check local rules. Example: “Room, 2 nights @ $165 = $330; State sales tax 6% = $19.80; County occupancy tax 4% = $13.20.”

What deposit and cancellation terms should I show guests?

Post the deposit percent and when the balance is due. Add your cancellation window and fee. Example: “Deposit 25% due at booking = $82.50; Balance on check-in = $247.50; Cancellation inside 7 days = 1 night $165 + tax.”

How do I bill a no-show or late cancellation?

Charge the policy amount, usually the first night plus taxes. Note the reason and date. Example: “No-show fee = 1 night queen room $180; Taxes $18; Total $198.”

How should I format my invoice for a boutique inn?

Use clear room details, dates, rates, taxes, and payment method. A simple layout keeps guests calm; your team fast. Use our Bed & Breakfasts Invoice Template and add your logo. Example: “Room: Garden King, 9/12–9/14, 2 nights @ $175 = $350; Visa ****2045.”

How do I itemize add-ons like pets, parking, and late checkout?

List each add-on as its own line with qty and date. Innkeepers avoid disputes when extras are explicit. Example: “Pet fee, 2 nights @ $25 = $50; Late checkout 2 pm = $30; On-site parking, 2 nights @ $10 = $20.”

How do OTA bookings affect what the guest sees and what I record?

Guests should see the room, taxes, and your on-site extras. Record the OTA commission on your back end, not guest-facing. Example: “Room $300; Taxes $33; Wine add-on $25,” and internally “OTA commission 15% = $45.”

What’s the clean way to bill damages or missing keys?

State the item, cost, and evidence note. B&B owners should add the date and room. Example: “Linen replacement, queen sheet set = $35, Room 3, photo on file; Key replacement = $15.”

Can I list my permit or registration number on the receipt?

Yes. Many guesthouses show state or city registration on the footer. Rules vary—check local rules. Example: “Short-term rental reg # STR-10294.”