Create detailed hotel invoices with nightly rates, room service, taxes, and extras — all itemized on a branded PDF. Perfect for hotels, B&Bs, vacation rentals, and resorts.
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Nightly rates, occupancy taxes, resort fees, minibar charges, parking — a single guest's invoice can have a dozen line items. Invoita lets you build detailed, organized invoices fast so front desk staff aren't stuck formatting spreadsheets.
Spa treatments, restaurant charges, laundry, airport transfers — incidental charges pile up and need clear documentation. Guests dispute vague charges but rarely question itemized ones with dates and descriptions.
Business travelers need invoices addressed to their company, with PO numbers, specific tax breakdowns, and sometimes split billing between company and personal charges. A flexible invoice template handles these requests without custom software.
Conference bookings, wedding blocks, tour groups — billing 20 rooms on one invoice with shared event charges and individual incidentals requires a tool that can handle complex multi-line breakdowns without falling apart.
Add your hotel name, logo, address, and contact information. Enter the guest or company name and booking reference.
Add room charges by night, applicable taxes and fees, and any extras like dining, parking, or spa services. Each line item gets its own description and amount.
Download a branded PDF to print or email to the guest. Sign up free to save templates for repeat guests and track outstanding balances.
Guests and corporate accounting departments need to see each tax as a distinct line: occupancy tax, sales tax, tourism levy. Combining them into one 'taxes' line causes confusion and delays corporate expense reimbursements.
Always display the arrival and departure dates near the top of the invoice, along with the total number of nights. This is the first thing guests verify, and corporate travelers need it for expense reports and per diem calculations.
The booking reference connects the invoice to the reservation in your PMS. For corporate clients, also include their PO number. This single detail can cut payment processing time in half for accounts payable departments.
Instead of 'Room service — $45', write 'Room service — Mar 15 dinner, Club Sandwich + sparkling water — $45'. Date-stamped, descriptive charges are almost never disputed, and guests appreciate the clarity for their expense reports.
For stays longer than 5 nights, include a brief summary section at the top: total room charges, total taxes, total incidentals, and grand total. The detailed breakdown follows. This helps guests (and their accountants) see the big picture immediately.
A hotel invoice should include the hotel name, address, and contact details, the guest name, check-in and check-out dates, a nightly room rate breakdown, applicable taxes (occupancy tax, tourism levy, VAT), itemized additional charges (room service, minibar, parking, spa, Wi-Fi), any deposits or prepayments applied, the total amount due, and the payment method used or accepted.
Corporate guests often need invoices addressed to their company (not the individual), with a purchase order or booking reference number, a single consolidated bill for the entire stay, and sometimes a split between room charges billed to the company and incidentals billed to the guest. Invoita's notes and reference fields let you add PO numbers and company billing addresses.
For group invoicing, create line items for each room type and quantity (e.g., '5x Deluxe King — 3 nights @ $189/night'). Add shared charges like meeting room rental, catering, and AV equipment as separate items. Include the group name, event dates, and any negotiated rate codes in the notes section for reference.
Tax requirements vary by location. Common hotel taxes include occupancy or lodging tax (city/county), tourism or bed tax, state sales tax, and VAT in many countries. Some cities stack multiple taxes — e.g., New York City charges state sales tax, city hotel room occupancy tax, and a state hotel unit fee. Always check local regulations and list each tax separately on the invoice.
Yes. For extended stays, you can bill weekly or monthly rather than nightly. Create line items showing the billing period, rate, and any adjustments for long-stay discounts. Use the notes section to reference the extended stay agreement and running balance if applicable.
Yes, 100% free. Create unlimited hotel invoices with itemized charges, taxes, and your property branding. Download professional PDFs without any signup, watermarks, or fees.
No signup, no watermarks. Create detailed guest invoices with your property's branding in minutes.