Hotel invoice example and template

Creating accurate and professional hotel invoices is important for efficiently managing your business. Our guide will help you understand what to include in a hotel invoice, how to make one, and best practices.

A hotel invoice is a billing document with detailed information about rooms or services provided to a customer. When you’re creating a hotel invoice, it’s important to use clear and accurate descriptions and language. In this way, your customers will understand better, and they will know where their money is going. 

With a professional looking invoice, it will be easier to accurately bill your customers and make your company look more professional. This can also help to keep your customers satisfied. 

Are you going to make a hotel invoice? Let’s look at what you should include:

What to include in a hotel invoice

A well-structured invoice is essential for hotel owners renting out rooms. It simplifies the process of tracking income and services, ensuring that all necessary details are accurately recorded on each invoice. This not only reduces stress but also guarantees a smooth financial operation.

A good hotel invoice template typically includes this:

Sender and receiver information

The first section of your invoice should include information about both the recipient and you as the sender. This should encompass the recipient’s address, email, and phone number, as well as your business’s corresponding details. The header of the invoice should also have the date of issue, and invoice number. You should also include the start and end dates of the services provided.

Another important thing is to include a logo at the top of the invoice, as it adds a personalized touch, but also makes it look more professional. 

Use our free hotel invoicing template

Description of services

This section outlines all the services you provided at your hotel. In the description column, give a brief explanation of each service. In the rates column, list your price for each service or hotel room, as rates may differ. Add any discounts if applicable. The subtotal column should show the total cost for each service. Keep these sections clear and simple so your customers can easily see the charges for each service.

Read also: Is it mandatory to send an invoice?

Total cost

Directly below the line-item description section, calculate the total cost for the room or services provided. If there are any additional taxes and fees, make sure to list them clearly alongside the total cost. With Conta’s free hotel invoice template, it’s easy to calculate the total cost.

Additional information

At the bottom of the invoice, list all the payment options and terms for your contract. Also, briefly mention any extra charges, service fees, warranties, or late payment fees.

Best practices for hotel invoices

Now you know what goes into a hotel invoice. Here are some extra tips to help you create one:

• Provide multiple contact options for customers who may have questions about the invoice.
• Use professional and easy-to-read invoice templates, like those available on Conta.
• Clearly list any additional costs, like late fees and taxes, separately.
• Make sure your invoice matches all the terms set out in the client’s initial agreement.

Read also: How to create an professional-looking invoice

How to make hotel invoice and template

It’s very easy to get started with creating invoices for your hotel. Conta offers both free invoicing templates and free invoicing software. The template can be great if you’re making a simple invoice here and there. If you’re creating invoices constantly, it might be a good idea to create a free account in Conta’s software for keeping track and managing your invoices. It will save you a lot of time because it’s easy to complete all the necessary fields, and you can store customer details for future use.

Download our hotel invoice template or create a free account today:

Invoice template

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