With a hotel invoice generator you can create invoices online for free. You don’t need to sign up or watch any tutorials, just fill out the online form and download a PDF invoice.
Instead of paying someone to handle your invoicing, you can use a free hotel invoice generator to create invoices in three easy steps.
The benefits of using a hotel invoice generator are:
- The invoices include all the essentials
- You can send invoices that are consistent and recognizable
- Print-friendly PDF-files
If you want to make an invoice in Word, Excel, Google Docs or Google Drive, you can download our free invoice templates for hotels. We’ve also written articles about how to generate an invoice in Word and Excel.
How do I create an invoice with the hotel invoice generator?
1. Add the hotel details and the client details
To use the hotel invoice generator, you first add the hotel details: the name, the address, phone number and email to let your customer contact you easily.
Then add the guest details: their name and address.
Remember to upload your hotel logo to make your invoices look more professional.
The invoice date is the date the invoice was created. The due date is the deadline for the guest to pay, it’s common to provide payment terms such as net 7 or net 30, meaning either 7 or 30 days.
If the guest has already paid, specify that on the invoice.
2. Add the products and services you’ve provided
Next, add the products and services you’ve provided for the guest. This includes the rate for the room, laundry services, meals and drinks, late checkout and anything else the guest has opted for.
Make sure to itemize these costs—in order for the invoice to be valid, you have to clearly specify what has been sold.
3. Add payment terms and terms and conditions
You’ll also need to add the hotel’s bank account details so that they can transfer money, or a link to a payment gateway so that they can pay online. If they’ve already paid, specify that on the invoice.
Terms and conditions are optional, but you can use this section to, for example, add information about late payment fees.
Here’s what the final invoice could look like:
For more information about how to make an invoice, read our article on how to generate an invoice using an invoice generator.
Pro-tip: Streamline your invoicing with invoice software
With invoice software, the hotel details will be automatically added to every invoice. This can save you a lot of time. Your rooms and services are also saved, so that you can easily reuse them on future invoices.
You can even set up certain clients with a fixed discount, such as businesses you have a partnership with.
The difference between invoice generator, invoice template and invoice software
There are three main ways to generate an invoice: invoice generator, invoice template and invoice software. Which one you should choose depends on your needs and what you’re most comfortable working in.
We’ve compared some of the main features:
| Features | Invoice generator | Invoice template | Invoice software |
| Price | $0 | $0 | $0 Sign up for free |
| How to access | Browser | Word or Excel | Online account |
| Unlimited invoicing | ✅ | ✅ | ✅ |
| Printable | ✅ | ✅ | ✅ |
| Email to customers | ✅ | ✅ | ✅ |
| Customize to fit your business | ✅ | ✅ | ✅ |
| Track sales and sales tax | ❌ | ❌ | ✅ |
| Track invoice status | ❌ | ❌ | ✅ |
| Get notified about overdue payments | ❌ | ❌ | ✅ |
| Save products and services | ❌ | ❌ | ✅ |
| Store invoices safely in one place | ❌ | ❌ | ✅ |
| Start using now | Start using now | Start using now |
See also: Invoice generator vs. invoice software
Final tips when invoicing for hotels
1. Provide different payment options
Guests like the flexibility of choosing how to pay their invoice. They can of course pay with cash or card when they check out, but some might prefer to pay online later, either via bank transfer or via a payment gateway, such as Stripe or Google Pay.
Looking into how you can provide your guests with multiple payment options.
2. Be polite
Did you know that using friendly language such as “please” and “thank you”, makes it likely that you’ll get paid 5 percent faster? Even if guests pay on checkout, a friendly interaction will leave them with a positive impression of the hotel.
3. Encourage feedback
To encourage guests to return and to provide new guests with great experiences, make sure to ask guests for feedback on their stay. If you invoice your customers via email, you can include a link to an online survey, which you can make with Google Forms or similar.
You can also have a QR code or a small survey by the checkout desk so that guests can leave feedback on their phone or in writing.
