Why hotel owners should send professional invoices
Whether you are a large hotel or a small bed & breakfast operation, you know every guest has distinct needs and requests different services. There is no one-size-fits-all in the hotel business – so that means you need a flexible invoice that clearly details everything you’ve provided – right down to that bowl of M&M’s with all the red ones taken out.
On top of flexibility, your invoices need to be clear and easy-to-understand so your guests know the cost of everything they are being charged for.
You also know that every point of contact with your guest reflects on you and the quality of the hotel services you provide – so make sure your invoice is organized and professional looking. After all – you’d like your guests to come back, as well as recommend your hotel to their friends. Beautiful invoice, after all, is also a part of your marketing.
Once you've downloaded your free invoice template, you'll need to customize it to fit your specific business. Here are the 10 key things to include on your invoice:
- Title and Description: Name the project and briefly describe what type of work your client is being invoiced for.
- Company Details: Add your company name, address, phone number, and logo to the top-right corner.
- Customer Details: Under "Bill To", add your customer's name, address, and contact information.
- Invoice Number: Include a unique invoice number to help you track down this invoice in the future. You can format this based on sequence and customer. For example, if you're sending your very first customer their first invoice, the invoice number could be 001-001.
- Dates: Include the date when your invoice has been issued and the date when payment is due.
- Line Item: Add individual line items for each unique good or service you provided. For each line item, include a brief description, quantity, individual unit price, and total price.
- Subtotal: Add up the subtotal of your goods or services, before tax has been applied.
- Tax: Indicate the tax rate applied to the subtotal. This is legally required to provide on invoices, and your rate may differ depending on where you run your business.
- Total: Outline the total amount due from the customer, after tax.
- Notes: Include any additional info your customer should know, including terms of service and payment terms (for example, payments are due 30 days after the invoice has been issued).
- Select an elegantly designed hotel invoice template from our wide variety of different designs and colors
- Download the invoice template you’ve decided on for free in the format you prefer, such as Word, Excel, PDF, Google Docs, or Google Sheets
- Insert your hotel name, phone number, address and email address
- Add in your hotel logo, website address, and any other great graphics or promotional images
- Put in your guest’s name and contact information
- Add a unique invoice number
- Put in the date of the invoice and the payment due date
- List the reservation dates plus amenities purchased, along with descriptions and prices for each
- Add lines to include any special services or requests you provided. The template is easily customized to make sure you can include descriptions of all hotel charges
- If you are including a discount for a regular guest or a group booking, make sure you add a line explaining the discount so your guests know the great value they are receiving
- Calculate the total price, including all applicable taxes, and list the total at the bottom of the invoice
- Include your payment terms, such as the methods of payment you accept
- You want your guests to keep returning, and to recommend your hotel to their family and friends, so add a personal line at the end to thank them for their business
- Save a copy for your records – and give the invoice to your guest!
When is the right time to give an invoice to your hotel guests?
Give your guests their invoice when they are checking out, or slip it under their door on their last night if they have prepaid. For group bookings, weddings, and corporate events, it’s fair to ask for a percentage of the estimated cost upfront, with the remainder due when the stay or event is over.
Quick invoicing tips for hotel owners
Accept a variety of payment methods
While you may offer good old-fashioned comfort and service, it’s a good idea to also offer the most up-to-date and convenient ways for your guests to pay. This includes electronic options such as e-Transfers, debit cards, and online payment methods – especially if they are paying in advance.
Detail, details, details
You want your hotel invoice to be clear and easy-to-read, but don’t be afraid to put in details where needed. You want your guests to understand exactly what they are being charged for.
Personalize your invoices
A great way to show how much you value your guest’s business is to add a personal touch to your invoice. When listing your services and amenities, include descriptions or details that the guest specifically requested to remind them that you did everything you could to make their stay as pleasurable as possible. A personal note at the end is also always a good idea.