Invoice templates / Hotel invoice template

Hotel invoice template

As a hotel owner, you work hard to keep your guests happy and comfortable – which means you likely don’t have time to worry about administrative tasks like creating personalized invoices for each guest. You need to get paid properly for your great accommodations and hospitality, so why not make invoicing a breeze by selecting from our wide variety of elegantly designed, fully customizable hotel invoice templates in Word, Excel, PDF, Google Docs, and Google Sheets. Save time on paperwork and get back to creating an outstanding experience for your guests.

Choose the best invoice template for your hotel guests

Accommodation

This invoice template is flexible so it can be used to bill all your clients – no matter what services or amenities they have used. Simply add or subtract lines to list items and the cost. Your clients will clearly see what all charges are for.
Download Word Doc
Download Excel
Download PDF
Google Docs
Google Sheets

Group bookings

If corporate clients are important to your business, use this free invoice template to cover all the charges their large group bookings incur. It can be easily tailored to include every detail of your group rates and services.
Download Word Doc
Download Excel
Download PDF
Google Docs
Google Sheets

Recurring services

When guests rely on you for regular bookings throughout the year, you can rely on this invoice template to calculate the correct charges. This free invoice template is also the perfect solution for any spa or gym membership you might offer.
Download Word Doc
Download Excel
Download PDF
Google Docs
Google Sheets

Weddings

Download, customize and send this invoice to all your wedding clients. You are catering to their every whim to make their special day as fabulous as possible – so make sure your invoice is equally as fabulous and covers all your costs.
Download Word Doc
Download Excel
Download PDF
Google Docs
Google Sheets

Corporate events

Don’t waste your time on invoicing when you need to organize accommodations, meeting spaces, food & beverage, and more for corporate events. It’s easy to capture all the services you provide in this free hotel invoice template.
Download Word Doc
Download Excel
Download PDF
Google Docs
Google Sheets

Alternatives to using hotel invoice templates

Make your hotel business even more successful by finding out more about what Wave can offer you. Save time and take work off your hands by trying our free automated invoicing and accounting.

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.

What should be included on an invoice for a hotel guest

You have a reputation for offering outstanding accommodations and amenities, as well as great service. To make sure your invoice is clear and organized so it adds to the charm of your guest’s experience, follow these steps.

  • 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!

Ready to send out professional invoices?

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

You know how to create a great guest experience – so make sure you also know how to create a great invoice that covers all your services.

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.

Free Invoice Template vs. Wave Invoicing Software

Make your hotel business even more successful by finding out more about what Wave can offer you. Save time and take work off your hands by trying our free automated invoicing and accounting.

Wave
Free Invoice Template
Pricing
Wave
$0/month, free forever
Free Invoice Template
Free
Send unlimited invoices and see when clients open them
Wave
Free Invoice Template
Invoice anytime & accept payments online
Wave
Free Invoice Template
Send automated late payment reminders
Wave
Free Invoice Template
Your customers automatically get a receipt when they make a payment
Wave
Free Invoice Template
Track sales and sales taxes for accounting
Wave
Free Invoice Template
Add business partners or accountants as collaborators
Wave
Free Invoice Template
Connect your bank account easily
Wave
Free Invoice Template
Account-approved reporting for year-end
Wave
Free Invoice Template