Editable US guest folio
US hotel invoice and guest folio template
Download a reusable hotel invoice template for US hotels, motels, inns, B&Bs and short-term rentals with stay dates, room, guest, booking reference, extras, deposits and occupancy tax.
- ✓Includes check-in, check-out, room, guest, company, confirmation and folio fields.
- ✓Separates room nights, resort fees, parking, food, minibar, deposits and occupancy taxes.
- ✓Available in Google Sheets, Google Docs, Excel and Word.
Prefer to fill it in online? Open the US hotel invoice generator.
Hotel guest folio template
Editable US format
Designed as a reusable folio file for lodging businesses that need stay, extras and tax detail visible.
Free invoicing app
Trusted by 3,000,000+ businesses worldwide
Send invoices in seconds, track payments, and stay on top of your cash flow — all from your phone with the Invoice24 mobile app.
How to use a US hotel invoice template
A hotel invoice template should work like a guest folio: it identifies the stay dates, room, guest, booking reference, room charges, extras, deposits, taxes and amount paid. That detail is essential for business travelers and property records.
Keep one master file for the property, duplicate it for each guest or stay and save the issued copy with reservation, OTA and payment records.
Fields to keep in the template
- Hotel, motel, B&B, inn or rental property details.
- Guest name, company name, billing address and travel 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, parking, breakfast, minibar, room service and laundry separately.
- Deposit, prepaid OTA amount, corporate card payment, folio payment and balance due.
- State, county, city or special-district occupancy tax lines.
Occupancy tax and expense records
Texas hotel-occupancy guidance shows why lodging taxes need their own fields: state tax applies to rooms costing $15 or more per day, local hotel taxes can apply to sleeping rooms costing $2 or more per day, and local taxes can be added to the state rate.
IRS travel guidance makes stay date, place, amount and business purpose important for business travelers. The template should make those fields easy to keep.
Deposits, OTAs and extras
Show deposits and OTA prepayments as credits against the stay. Keep room, taxes, resort fee, parking, food and minibar separate so guests can reconcile the folio.
FAQs about US hotel invoice templates
Is this a guest folio template?
Yes. It includes stay dates, room, guest, booking reference, charges, taxes and payments.
Should occupancy tax be separate?
Yes. Lodging taxes are location-specific and should not be hidden inside the room rate.
Can business travelers use it for expenses?
Yes. Add company name, stay dates, hotel address, line-item charges and payment details.
