Hotel invoice template
A guest folio has to show what each night cost and what was added on top, because business travellers hand it to an expense team and companies reclaim the tax. This template keeps room nights apart from incidentals and records the folio number, guest names, room, arrival and departure dates, rate plan and any tax exemption certificate.
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What this template includes
- Your business name, address and contact details
- Customer name and address
- Document number and issue date
- Folio / confirmation #
- Guest name(s)
- Room number and type
- Guests
- Arrival date
- Departure date
- Rate plan
- Tax exemption certificate #
- Line items with nights / qty, rate and amount, grouped as accommodation, incidentals
- Tax, discounts, amount paid and balance due
Room tax and sales tax on one bill
Rooms often carry a lodging or occupancy tax that meals, parking and laundry do not. Under Tax, tick "Different tax rate on each line" and give every line its own rate, so each charge on the folio is taxed the way your area requires. Florida, for example, requires the tax to be stated separately on the invoice rather than folded into the price, which is how the template prints it. In Texas the 6% state hotel occupancy tax applies to rooms costing $15 or more a day, and guests who stay 30 consecutive days or more are treated as permanent residents and are exempt from it.
GST on hotel rooms in India
Switch the country to India and the sample changes to rupee prices with the GST band for each room. From 22 September 2025, hotel accommodation priced at Rs. 7,500 or less per room per night is taxed at 5% without input tax credit, down from 12%, while rooms above Rs. 7,500 remain at 18%. The checks read the nightly price after any line discount and flag a room line whose rate does not match its band. SAC heading 9963 covers accommodation, food and beverage services.
Questions
How do I bill several rooms for one group?
Add one accommodation line per room with the room number in the description and the nights as the quantity. The accommodation subtotal then shows the whole booking, and the guest field can carry the group or company name.
Should a deposit taken at booking appear on the invoice?
Yes. Enter it in the amount paid box, and the invoice shows the full stay, the deposit already received and the balance still due at check-out.
Can I show a tax-exempt stay?
Record the exemption certificate number in the details and untick Taxable on the lines it covers. Keep a copy of the certificate with your records, since exemptions for government or charity travel normally rest on it.