Download Free Hotel 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.

Editable Hotel Invoice Template

Best for:

Edit rates, fees, packages, deposits.

Custom Hotel Invoice Template

Best for:

Logo, PO and company billing fields.

Printable Hotel Invoice Template

Best for:

Totals, dates, guest signature line.

Free Hotel Invoice Template

Best for:

Room nights, rate, taxes, folio notes.

How to Invoice as a Hotel

Keep the folio clean, apply deposits, and make checkout painless.

Free Online Invoice Generator

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In 5 Steps:

Confirm stay details in the PMS and capture or confirm a deposit or pre-authorization.
Itemize room, taxes, and incidentals, then verify dates and rates match the reservation.
Add the guest or company billing info and any tax ID or PO, then confirm billing instructions.
Apply the deposit or pre-authorization to the balance and record all payments.
Send the invoice or folio with a payment link and terms, then store a copy for your records.

Free Online Invoice Generator

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What to Include in a Hotel Invoice

These fields make your invoice clear, auditable, and compliant.

Hotel legal name, address, and contact info.
Tax registration ID, such as VAT or GST.
Occupancy or room tax registration or permit number (check local rules).
Business license number if required (check local rules).
Guest or company name and billing address.
Reservation or confirmation number.
Folio number and room number.
Check-in date and check-out date.
Rate plan, nightly rate, and number of nights.
Itemized charges for room, taxes, and incidentals.
Payments received and deposit or pre-authorization applied.
Balance due, due date, and payment terms.

Billing Scenarios for Hotels

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

Early Check-in Fee; Late Checkout Fee

Early arrival or late departure approved.

Shows time-based access outside standard hours.

Room Block Charges; Attrition Fee

Group block falls short of the agreed pickup.

States what was reserved and the shortfall cost.

Cancellation Fee; No-Show Fee

Guest cancels inside the window or does not arrive.

Makes the policy charge traceable to the booking.

Minibar Consumption; Damage Charge

Post-stay audit finds minibar use or room damage.

Use plain names for each charge and keep descriptions short and specific.

Banquet Food and Beverage; AV Package

Meeting or banquet with food and equipment.

Splits service costs from equipment so budgets track.

Direct Bill: Room and Tax; Guest Incidentals

Clarifies who pays what for faster reconciliation.

Free Online Invoice

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Room rates and guest fees for hotels

List room nights, taxes, resort fees, parking, and incidentals with professional invoice line items.

Charge or Service

Unit

Taxable

When to use

How to show it

Room night

Item

Guest lodging per night

Qty × nightly rate. Include guest name, dates, and confirmation number for clarity.

Meeting room rental

Item

Private space for meetings/events

Qty × day rate. Note room name, setup style, and hours to avoid disputes.

Banquet food & beverage

Item

Tax Varies

Catered meals or receptions

Per guest × package rate + incidentals. List headcount, menu, and service charge handling.

A/V equipment rental

Item

Projectors, screens, mics needed

Qty × day rate. Specify models and pickup/return times to cover loss or damage.

Setup/teardown labor

Time

Event setup, flip, or breakdown

Hours × hourly rate. Log crew names and tasks for compliance with venue rules.

Deep cleaning/odor removal

Time

Excessive mess, smoke, or spills

Hours × hourly rate. Add photos/notes to document condition before/after.

Late checkout fee

Item

Departures past agreed time

Qty × flat fee. Record actual checkout time to support charge.

Parking pass

Item

On-site self or valet parking

Qty × daily rate. Include vehicle plate and dates to match garage records.

Minibar restock items

Item

Taxable

Consumed snacks or beverages

Qty × unit price. List each item for inventory control and guest transparency.

Linen/towel replacement

Item

Taxable

Missing or damaged hotel linens

Cost × (1 + markup%). Specify item type and room to document replacement.

Save and reuse your room rates and fees

Create a free account and save room rates, taxes, resort fees, and incidentals once, so nothing gets retyped.

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Common Hotel Invoicing Mistakes

If bills are vague or mismatched, people push back. Fix these fast to speed up payment and avoid chargebacks.

Mistake

How to fix it

Combining taxes and fees into one line causes confusion and disputes.

List each tax and fee by type with rates and amounts. Use separate lines and verify totals match your PMS.

Leaving off confirmation or folio numbers slows approval and payment.

Include both identifiers every time and match them to the reservation record.

Display the original amount, the applied amount, and the remaining balance with dates.

Use plain names for each charge and keep descriptions short and specific.

Wrong dates or night counts distort the room total and tax calculation.

Cross-check check-in and check-out against the PMS and recalc nights before sending.

Skipping payment terms and late fee policy invites slow pay.

State due date, accepted methods, and any late fee or interest, and note any grace period.

Hotels Invoice FAQs

Get hotel-specific billing help for room nights, group blocks, resort fees, occupancy tax, event services, and incidentals. Line items, markups, terms, clear answers.

How do I bill a group block on one invoice?

Use the signed contract. Show rooms picked up, rooms not used, and attrition per terms. Example: “20 rooms @ $149, 3 unused @ 80% attrition = $357.60.”

How should I handle occupancy tax, tourism assessments, and resort fees?

Break them out. Tax the room rate per local rules, then list resort fee separately with its tax if applicable. Example: “Room $179; Resort Fee $25; Occupancy Tax 14% on room + fee.”

What’s the right way to post incidentals and deposits?

Preauthorize a deposit, then convert to charges at checkout. Itemize incidentals by type. Example: “Minibar $18, Parking $30, Pet Fee $50; Deposit applied −$100.”

How do I charge for no-shows or late cancellations?

Follow your cancellation policy and document the cutoff time. List the fee as its own line and apply tax only if required. Example: “No-show Fee equal to 1 night $189; Tax per city rule.”

What should an event venue invoice include?

Include room rental, A/V, staffing, service charge, and tax. Call out gratuities separately if the guest chose to tip. Example: “Ballroom Rental $1,200; A/V Package $450; Service Charge 23% $379; Sales Tax 8.25%.”

Can I split charges so the company pays rooms and the guest pays extras?

Yes. Use split folios: Folio A to the company, Folio B to the guest. Example: “Folio A: 3 nights @ $159; Folio B: Room Service $28, Movie $9.99.”

How do OTAs, travel agents, and virtual cards affect payment posting?

Bill the VCC or net rate as instructed, not the guest’s card. Note the commission or merchant-of-record in remarks. Example: “Expedia VCC $542.13; Net rate includes 15% commission.”

When do extended-stay guests stop paying hotel occupancy tax?

Many states exempt stays after a set night threshold. Rules vary—check local rules. Example: “Nights 1–29 taxed; Nights 30–45 tax-exempt; Weekly Rate $700.”