Hotel Invoice Generator

What should a hotel invoice (folio) include?

A folio is the running per-guest account of every charge from check-in to check-out; the invoice is its final settled snapshot. Beyond the standard invoice fields, a proper hotel invoice records the stay dates, room, guest count, board basis and booking reference, and separates the room charge from incidentals like breakfast, parking, minibar and any city or tourist tax.

• Check-in and check-out dates
• Room number / type and number of nights
• Number of guests (adults / children) — several tourist taxes scale per person
• Booking or confirmation reference, separate from the invoice number
• Board basis (room only, bed & breakfast, half board, full board, all-inclusive)
• City/tourist tax shown as its own line, correctly marked taxable or not
• Any deposit or OTA prepayment shown as a deduction from the total due

Why is the room taxed at a different rate from the minibar?

Most EU/EEA markets and the UK apply a reduced VAT rate to the room itself but the standard rate to "extras" on the same folio — parking, minibar drinks, spa treatments, laundry and phone calls. Germany's so-called Aufteilungsgebot even requires each cost type to be split out and rated separately, upheld by the ECJ in March 2026. Since 1 January 2026, German food and catering — including hotel breakfast — is permanently taxed at the same reduced 7% rate as the room, so only drinks now need splitting out at 19%. Because this tool supports one tax rate plus a per-line taxable flag, the safest approach for a folio with standard-rated extras is to either issue a second invoice for the extras or enter them gross with the taxable flag off and state the applicable rate in the description.

Is the city or tourist tax subject to VAT?

In most markets, no. France's taxe de séjour, Italy's imposta di soggiorno, Portugal's taxa municipal turística, Germany/Austria/Switzerland's Kurtaxe/Ortstaxe and Japan's accommodation tax (宿泊税) are all pass-through municipal or national charges collected from the guest and excluded from the VAT/consumption-tax base — show them on their own non-taxable line. A few markets invert this: Spain's regional tourist taxes (Catalonia's IEET, the Balearic ITS) join the IVA base, and Edinburgh's Visitor Levy (from 24 July 2026) is charged before VAT so VAT applies to the room plus the levy together. Always check your market before assuming the tax treatment.