Template for hotel bill—with an example

When you run a hotel, it’s important to create accurate and professional hotel invoices. This guide walks you through what to include in a template for hotel bill, how to actually make one, as well as best practices.

A hotel invoice is a document that includes information about the rooms and services that were provided to a guest. The hotel invoice requests payment and includes instructions for how to pay.

It’s important to include clear and accurate descriptions so that guests understand the bill and can see what they’re paying for.

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

What to include in a template for hotel bill

A well-structured invoice is essential for hotel owners. It helps you do your accounting, keep track of your income, pay the correct amount of taxes, and—most importantly—get paid.

This is what you have to include:

Hotel and guest information

The first section of your invoice should include information about the guest and the hotel, including the hotel name, address, and organization number, as well as your contact details. Including a logo on the top, adds a personal touch and makes the invoice look more professional.

Then, add the name of the guest—or business name and organization number, if it’s a B2B sale—and their address.

Invoice date and due date

The top of the invoice should also have the date the bill was issued and a unique invoice number. Read more about invoice numbers. You should also include the dates the services were provided.

Description of services

You need to include a description of all the services you’ve provided to the guest, including rates. This can be anything from room charges, laundry services, room service, use of a gym or spa, or late checkout fees. The subtotal column should show the total cost for each service.

The service description could look like this:

See also: Is it mandatory to send an invoice?

Total cost

Directly below the description of services, you should add together the subtotal for all the services you’ve provided. You should then show the tax amount, and finally the total invoice amount, including taxes.

If you use a free hotel invoice template, subtotal, tax, and invoice total is calculated automatically.

Payment information

At the bottom of the invoice, you should list all the payment options you accept, for example bank transfer and Google Pay, as well as the due date for payment. Also, briefly mention any extra charges, service fees, warranties, or late payment fees.

Best practices for hotel invoices

Now you know what’s included in a template for hotel bill. Here are some extra tips to help you create a good invoice:

• Provide multiple contact options for guests to ask questions about the invoice. This can help resolve confusion or disputes, and avoid late payments.
• Use professional and easy-to-understand invoice templates, like the free invoicing software from Conta
• Clearly outline additional costs, like extra charges, late fees, and taxes.
• Make sure your invoice matches the terms the guests got when they booked the stay.

See also: How to make a professional-looking invoice

Example of a template for hotel bill

How to make a hotel invoice and template

It’s easy to create invoices for your hotel, using either free invoicing templates and free invoicing software. Using invoicing templates can be a good solution if you don’t invoice very much.

If you’re creating a lot of invoices, it’s a good idea to use free invoicing software to keep track of your invoices. Using invoice software can save you a lot of time because most of the information is already added for you, and you can save guests and services for future use. You’ll also be notified if a guest is late to pay, so that you can follow up with them.