Hotel invoice template for guest stays and corporate bookings

From guest folio to invoice: billing by the night

Hotels bill by the room night. Each night a room is occupied is one unit, so a guest who arrives on the 12th and leaves on the 15th has three nights, not four. The folio collects every charge during the stay, and the invoice at checkout is that folio, totaled, checked and given a number.

Match the room type and rate plan name to the booking confirmation, because that is what the guest will compare against.

Typical lines on a hotel bill

A hotel bill format works best when each service has a unit a guest can recognize: nights for rooms, covers or mornings for meals, items or bags for laundry, and hours or half days for meeting space. The prices below are examples in UAE dirham to show the shape of each line, not market rates.

Transport may be treated differently for VAT, so confirm the rate on a transfer line with Federal Tax Authority guidance.

What a UAE hotel invoice template needs for VAT

A VAT registered hotel in the UAE issues a tax invoice. The Federal Tax Authority sets the standard VAT rate at 5% and requires the words “tax invoice” to be clearly shown, along with your TRN, a sequential number, the issue date and the date of supply if that differs, such as the departure date.

• Name, address and TRN of the hotel, and the guest or company name and address, with their TRN if they are registered.
• For each line: description, quantity, unit price, VAT rate and amount payable in UAE dirham.
• Total VAT in dirham, plus the exchange rate and its source if you bill in another currency.
• Issue the invoice within 14 calendar days of the supply.

A simplified tax invoice is allowed when the guest is not VAT registered, or is registered and the total including VAT is AED 10,000 or less.

Dubai's Tourism Dirham fee on the guest invoice

Hotels in Dubai also collect the Tourism Dirham fee. Under Executive Council Resolution No. 2 of 2014, the guest pays a set amount for each occupied room per night, depending on the hotel’s classification, and the hotel collects it and accounts for it in the invoice issued to the guest.

Administrative Resolution No. 2 of 2020 adds that the fee stops after 30 consecutive nights and must be described on invoices as a fee, not a tax. Our sample leaves this line out so you can add it as your property requires.

Split folios, deposits and company billing

Corporate stays often need two invoices for one guest. The company pays the room and breakfast, and the guest settles laundry or room service personally. Set this up at check in so each charge lands on the right folio, then issue one invoice to the company and one to the guest when they leave.

• Put the company’s purchase order or booking reference on its invoice.
• Show an advance payment as a deduction, “Less deposit received 2 Oct”, so the balance is obvious. Our guide to deposit invoices covers the wording.
• List meeting room hire and any per head meal package separately.

Hotel invoice mistakes guests query

Most guest queries at checkout come down to a count or a name. A night too many, a breakfast for a guest who never came down, or a company name that differs from the booking all delay payment. Run through this list before printing.

1. Counting days instead of nights. Departure day is not a night.
2. Bundling extras into the room rate. If breakfast was sold separately, show it separately.
3. Missing the customer’s TRN on a full tax invoice to a registered company.
4. Reusing a cancelled invoice number. Void it and move on.

Using the hotel template and generator

Download this layout from the buttons on this page as Word, Excel or PDF. Or open the hotel invoice maker with a three night stay loaded, which carries the room, breakfast, laundry and meeting room lines from our sample, and change the dates, names and rates.

Conference lunches fit the catering invoice layout, and a full program of sessions sits better on the event planning invoice. Country rules are on the UAE invoice template page, and every design is on the templates hub.