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Hotel Invoice Generator – Free Guest Bill and Folio Maker
Create a hotel invoice, guest folio or room quotation online: room nights, extras, tax and levies, with deposits deducted. Free, PDF download, no signup.
- Room nights separated by rate
- Extras, tax and levies itemised
- Deposits and prepayments deducted
- Instant PDF at checkout, no account
Online Hotel Invoice Generator
Fill in the guest folio below — room nights, food and beverage, extras, then tax and any levy — and download the PDF at checkout. Your hotel details are remembered in this browser. Nothing you type is sent to us.
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Invoice settings
Create invoices regularly?
Invoices, receipts, quotations and waybills on your phone.
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- Processed in your browser
- Free, with no invoice limit
A hotel bill is read twice: once by the guest at checkout, when they want it to be quick, and once by somebody in a finance department three weeks later, when they want it to be complete. Those two readers want opposite things from the same piece of paper.
The way to satisfy both is structure rather than brevity: room nights separated by rate, every extra on its own line, tax and levy named, prepayment deducted visibly. The guest scans the total; the reviewer finds what they need without emailing you.
Line by line
What goes on a hotel invoice
Grouped the way a corporate expense reviewer reads it.
Stay identifiers
Guest name, room number, arrival and departure dates, nights charged, and the booking or confirmation reference. Without the dates the document cannot be matched to a trip.
Room nights by rate
One line per rate, not a blended average. Corporate travel policies are written in terms of a nightly cap, and a blended figure cannot be checked against one.
Food and beverage
Restaurant, bar and room service as separate lines with dates. Many employers reimburse accommodation but not alcohol, so a single "F&B" line forces the guest to itemise it themselves.
Extras
Laundry, transfers, parking, late checkout, minibar. Each named. "Miscellaneous" is the line most likely to be queried and least likely to be reimbursed.
Tax and levies
VAT or GST at its rate, plus any tourism, city or consumption levy as its own line. These are frequently reclaimable and cannot be reclaimed if they are buried.
Prepayments
Deposit, prepaid rate, or a booking-platform payment deducted on its own line, naming what it was. This is where reconciliation usually breaks.
Before the stay
Hotel and group booking quotations
Corporate rates, group blocks and events are quoted, not invoiced. Different document, different risks.
A room quotation is a price held open for a decision that may take weeks, on inventory you could otherwise sell. The two lines that protect you are the validity date and the release date — the day unsold rooms in the block return to general inventory.
- Room type and nightly rate, with the number of rooms and the exact block dates.
- What the rate includes. Breakfast, wi-fi, taxes. A rate quoted exclusive of tax against a competitor quoting inclusive looks cheaper and creates a complaint at checkout.
- Meeting space and catering per head or per day, with minimum numbers.
- Release date for unsold rooms, and the attrition terms if the group books fewer than blocked.
- Deposit and cancellation terms, stated before the deposit is taken, not after.
Build these on the quotation maker, which carries the valid-until date and deposit lines, and see the catering quotation page for the food side of an event.
Checkout documents from a phone
Invoice & Quotation Generator produces the same folio on Android, which suits a guesthouse, lodge or small hotel running without a property management system.
- Room nights, extras and levies itemised
- Deposits deducted on their own line
- Hotel details saved for every guest
- Share the PDF at checkout or print it
- Free, with no per-document charge
Questions
Hotel invoice FAQ
How do I create a hotel invoice or folio?
Fill in the bill above: hotel name and tax number, the guest and their company if the stay is being billed to one, room number, check-in and check-out dates, then one line per charge — room nights, food and drink, laundry, transfers — with tax and any tourism levy shown separately. Download the PDF at checkout.
What must a hotel invoice show?
Hotel name, address and tax registration; an invoice number; the guest name; room number; arrival and departure dates; nights charged; the room rate; every extra charged separately; tax and any local levy as their own lines; deposits or prepayments deducted; and the balance due.
Should room nights be one line or several?
One line per rate. If the guest paid one rate for two nights and a different rate for a third, that is two lines. A single blended line is the most common reason a corporate guest’s expense claim is rejected, because the reviewer cannot verify the nightly rate against policy.
How do I show a deposit or prepayment on a hotel bill?
Charge the full stay, then deduct the prepayment on its own line so the folio still shows the whole value of the stay and the balance is unambiguous. Never invoice only the balance — it makes the document useless for reconciliation against the booking.
How do I quote for a group booking or event?
Use a quotation rather than an invoice: room type and nightly rate, number of rooms, the block dates, meeting space and catering per head, and a release date after which unsold rooms return to inventory. The release date and the deposit terms are the two things that protect you.
Is a hotel folio the same as an invoice?
Effectively yes for the guest. The folio is the running account of charges during the stay; the invoice is that account presented for payment at checkout. This tool produces the checkout document.
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