Hotel invoice template
A hotel invoice — or folio — is frequently submitted as an expense claim, which means it is read by someone who was not the guest. It has to stand on its own: who stayed, when, in what room, at what rate, and what tax was charged.
What a hotel folio must show
- Guest name and, where the bill goes to a company, the billing entity.
- Check-in and check-out dates.
- Room type and number.
- Rate per night and the number of nights, shown separately rather than as a single total.
- Extras — meals, laundry, minibar, calls — each dated.
- Taxes and levies itemised, since these vary and are often reclaimed separately.
- Deposits or prepayments deducted.
- Balance settled and method of payment.
Why nightly breakdown matters
Corporate expense policies commonly cap the room rate per night. A folio showing one total for a four-night stay cannot be checked against that cap, so it gets returned to the guest for a breakdown.
Listing each night with its rate also handles the common case where rates differ across the stay — a weekend rate, a rate change mid-stay, or a promotional first night.
Separating room from extras
Many companies reimburse accommodation and meals but not minibar, laundry or entertainment. If those are merged into one figure, the whole line risks rejection.
Group extras by type and date them. It takes no additional effort at the point of billing and prevents the guest coming back a week later asking for a revised folio.
Tax and city levies
Hotel bills often carry more than one charge — consumption tax, a service charge, and sometimes a tourism or city levy. Show each separately with its rate.
Business travellers frequently reclaim consumption tax but cannot reclaim levies, and a single combined tax line makes that impossible to separate. It is also what leads to queries from finance departments weeks after the stay.
How to use this template
- Open the free invoice generator.
- Add your business and customer details.
- Enter your items, prices, tax and branding.
- Preview, then download the PDF or share it directly.
Frequently asked questions
What should a hotel invoice include?
Guest name and billing entity, check-in and check-out dates, room type and number, nightly rate and number of nights, dated extras, itemised taxes and levies, deposits deducted, and the balance with payment method.
Why show the rate per night rather than a total?
Corporate expense policies usually cap the nightly rate, and a single total cannot be checked against that cap. Nightly lines also handle rate changes during a stay.
Should extras be listed separately from the room?
Yes, grouped by type and dated. Many companies reimburse accommodation and meals but not minibar or laundry, and merged figures risk the whole line being rejected.
How should hotel taxes be shown?
Each charge separately with its rate — consumption tax, service charge and any tourism or city levy. Business travellers can often reclaim one and not the others.
What is the difference between a folio and an invoice?
A folio is the running account of a guest's charges during a stay. At check-out it becomes the invoice, and if payment is taken then a receipt is issued alongside it.