Hotel Invoice Generator
Create a professional hotel, guesthouse or B&B invoice with check-in/out dates, room, guests and board basis, then download as a clean PDF — free, no sign-up required.
Your Business Information
Client Information
Brand Your Invoice
Invoice design
Invoice Details
Line Items
VAT is applied only to line items with the “VAT” box ticked.
Signature
Add your authorised signature. It will only appear on the invoice preview and PDF if you actually sign.
Preview:
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| Invoice Date | — |
| Description | Quantity | Rate | Amount |
|---|---|---|---|
| Room charge — Double room, room only | 3 | £0.00 | £0.00 |
| Breakfast | 1 | £0.00 | £0.00 |
| City / tourist tax | 1 | £0.00 | £0.00 |
| Parking | 3 | £0.00 | £0.00 |
| Minibar & room service | 1 | £0.00 | £0.00 |
| Laundry service | 1 | £0.00 | £0.00 |
| Late check-out fee | 1 | £0.00 | £0.00 |
| Less: deposit / prepayment received | 1 | £0.00 | £0.00 |
| Subtotal | £0.00 |
| VAT (20%) | £0.00 |
| Total | £0.00 |
Hotel invoice generator for UK hotels, guesthouses and B&Bs
Create a UK hotel invoice or guest folio with check-in and check-out dates, room, guests, booking reference, rate plan, room charge, breakfast, parking, minibar, laundry, late check-out, deposit and VAT fields.
UK hotel guests, business travellers and corporate travel teams need a folio that ties the payment to the stay. The invoice should separate room nights from extras, show prepaid amounts or OTA references, and make VAT clear where the hotel is VAT registered.
What a UK hotel invoice should include
A hotel invoice should identify the stay, not just the card payment. That helps business guests claim expenses and helps hotels reconcile direct bookings, OTA payments, deposits and extras posted to the room.
- Hotel, guesthouse or B&B name, address, contact details and VAT number if registered.
- Guest or company name, billing address and company reference where needed.
- Check-in date, check-out date, room or unit and number of guests.
- Booking reference, confirmation number, OTA reference or corporate travel reference.
- Room charge, breakfast, parking, minibar, room service, laundry and late check-out on separate lines.
- Deposit, prepayment, OTA payment or amount already paid shown as a credit.
- VAT amount and rate where the accommodation provider is VAT registered.
Room charges, extras and VAT
VAT-registered UK hotels normally charge VAT on taxable accommodation and extras. Keep room nights, breakfast, parking, minibar, room service, laundry and late check-out separate so the guest or company can understand the folio.
If the business is not VAT registered, remove VAT details and do not describe the document as a VAT invoice.
Deposits, cancellation charges and booking fees
HMRC VAT Notice 700 says VAT is due on charges, deposits and fees that are full or part payment for a supply, and that retained payments for unfulfilled supplies cannot simply be reclassified outside VAT. That matters for non-refundable hotel deposits and no-show charges.
Show deposits and prepayments as credits against the stay, and record booking or OTA references so the guest can reconcile the invoice with the confirmation.
Business travel and guest records
For business guests, add the company name, billing address, VAT number if relevant, purchase order or travel reference. For direct guest folios, keep the guest name, room, dates and booking reference clear.
Hotels and other sleeping-accommodation businesses should also maintain operational records outside the invoice, including fire-safety and guest-management records where required. The invoice is a financial record, not the full hotel compliance file.
Common UK hotel invoice mistakes
- Omitting check-in/check-out dates or room details.
- Combining room, breakfast, parking and minibar into one unexplained total.
- Not showing OTA prepayment or deposit already received.
- Calling the document a VAT invoice without a VAT number.
- Leaving out the company name or travel reference needed for expense claims.
- Treating cancellation payments as outside VAT without checking HMRC rules.
United Kingdom Invoice Generator