Free Hotel Invoice Template Invoice Template
A free, professional hotel invoice template you can download as Word, Excel, PDF, or Google Sheets. Pre-formatted with room nights, occupancy taxes, incidentals, and resort fees so hotels, inns, and B&Bs can bill guests and corporate accounts cleanly.
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| Description | Qty | Unit price | Amount |
|---|---|---|---|
| Room charge - King Deluxe (per night) | 3 | $189.00 | $567.00 |
| Resort / facility fee (per night) | 3 | $28.00 | $84.00 |
| Parking (per night) | 3 | $22.00 | $66.00 |
| Room service / dining charges | 1 | $64.50 | $64.50 |
| State and local occupancy tax | 1 | $78.30 | $78.30 |
| Subtotal | $859.80 | ||
| Sales tax (8%) | $68.78 | ||
| Total | $928.58 | ||
Example figures — every field is editable in the download.
Who uses this template
- ✓Independent hotels and motels
- ✓Bed & breakfast and inn owners
- ✓Boutique and resort properties
- ✓Corporate travel/accounts departments
- ✓Vacation rental and short-term lodging hosts
What to include
- ✓Guest name, confirmation number, and folio number
- ✓Check-in and check-out dates and nights
- ✓Room type and nightly rate
- ✓Occupancy/lodging tax and other taxes
- ✓Incidentals (parking, dining, minibar, Wi-Fi)
- ✓Resort/facility fees
- ✓Payment method and balance due
Available in 5 formats
Word (.docx)
Fully editable in Microsoft Word, Google Docs, Apple Pages and LibreOffice — best for quick text edits.
Excel (.xlsx)
Line totals, subtotal and tax calculate automatically — best if you want the math done for you.
A clean, print-ready, fixed layout — best for emailing a finished invoice to a client.
Google Docs / Sheets
Open in your browser, then File → Make a copy to edit and share with your team.
Invoicing tips for hotel invoice template
- ✓ Show the folio number and confirmation number so corporate travel departments can reconcile the stay against the booking.
- ✓ Itemize occupancy/lodging tax separately from sales tax - many cities levy a distinct hotel tax that business travelers must document for reimbursement.
- ✓ List incidentals (parking, dining, minibar) by date so guests can verify each charge before checkout.
- ✓ Disclose resort and facility fees as their own line; bundling them into the room rate causes chargebacks.
- ✓ For corporate direct-bill accounts, note the PO number and Net 30 terms instead of charging the guest's card.
Hotel Invoice Template invoice FAQ
What taxes go on a hotel invoice?
Hotels typically charge a state/local occupancy (lodging) tax in addition to any sales tax, and some cities add tourism or assessment fees. List each tax separately so guests can document them for expense reports.
What is a folio in hotel billing?
A folio is the running account of all charges for a guest's stay - room nights, taxes, and incidentals. Your invoice should reference the folio number so charges tie back to the property's records.
Can a hotel bill a company directly instead of the guest?
Yes. With a corporate direct-bill agreement, the hotel invoices the company on Net 30 terms referencing a PO number, rather than charging the guest's card at checkout.
Should resort fees be shown separately?
Yes. Disclosing resort and facility fees as distinct line items improves transparency, reduces chargebacks, and aligns with FTC guidance on advertised lodging pricing.
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