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
Occupancy tax (state+county+city — set your combined local rate) is applied only to line items with the “Occupancy tax (state+county+city — set your combined local rate)” box ticked.
Signature
Add your authorized 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 |
| Occupancy 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 |
| Total | $0.00 |
Hotel invoice and guest folio generator for US lodging businesses
Create a US hotel invoice or guest folio with check-in and check-out dates, room, guest, booking reference, rate plan, room nights, occupancy tax, resort fee, parking, minibar, breakfast, deposit, OTA prepayment and balance due.
US hotel invoices need stay-level detail because business travelers, travel managers, auditors and guests use the folio to prove where and when the stay occurred. Occupancy taxes are state, county and city specific, so the invoice should keep room charges and extras separate.
What a US hotel invoice should include
A hotel folio should connect the payment to the stay, not just show a card charge. That matters for business expense reports, corporate travel policies, OTA reconciliation, deposits and local occupancy-tax review.
- Hotel, motel, inn, B&B, short-term rental or property name, address and contact details.
- Guest name, company name, billing address and travel or PO reference where needed.
- Check-in date, check-out date, room or unit, guest count and confirmation number.
- Room nights, rate plan, resort or facility fee, breakfast, parking, minibar, room service, laundry and late checkout separately.
- Deposit, prepaid OTA amount, corporate card payment, folio payment and balance due.
- State, county, city and special-district occupancy or lodging taxes shown clearly.
- Tax-exempt customer or government-travel notes when documentation supports exemption.
Occupancy tax and lodging-tax detail
Texas guidance is a useful example of how US lodging taxes work: hotel operators must collect state hotel occupancy tax on rooms costing $15 or more per day, local hotel taxes can apply to sleeping rooms costing $2 or more per day, and the state rate is 6 percent before local taxes.
Other states and cities use different lodging, occupancy, tourism or convention taxes. Keep the combined local rate editable and avoid merging occupancy taxes into the room rate if guests need an expense-ready folio.
Business travel and substantiation
IRS travel guidance says business travelers should keep records that show the amount, time, place and business purpose of expenses. For lodging, that makes check-in/check-out dates, hotel address, guest or company name and line-item charges important.
For corporate travelers, add the company name, billing address, employee or travel reference and payment method. For direct guest folios, the stay dates, room, booking reference and taxes usually matter most.
Deposits, OTAs and extras
Show deposits, prepayments and OTA payments as credits so the guest sees the full room charge and the remaining balance. Separate room charges from parking, resort fees, food, minibar, laundry, pet fees and damage charges because tax treatment and expense categorization may differ.
Common US hotel invoice mistakes
- Omitting check-in and check-out dates.
- Combining room, taxes, resort fee, parking and minibar into one unexplained total.
- Not showing prepaid OTA amounts or deposits already received.
- Using one generic tax line without naming occupancy or lodging tax.
- Leaving out company, travel-reference or guest information needed for expense reports.
- Treating short-term rental, hotel, resort-fee and local tax rules as the same everywhere.
United States Invoice Generator