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Hotel Bill Format

A hotel invoice format is a document that hotels use to charge guests for their stay, including any additional services or fees incurred by the guest. The format/template typically includes the name and contact information of the hotel, the name of the guest, the dates of the stay, the type of room, the rate for the room, and any additional charges such as room service, laundry, or telephone calls. The template may also include taxes and any applicable discounts or promotions. The hotel invoice template is usually generated and sent to the guest at the end of their stay, either in a physical copy or electronically.

What is a Hotel Bill?

A hotel bill, also known as a hotel invoice, is a document that outlines the charges for a guest’s stay at a hotel. It includes details about the room rate, taxes, and additional services or amenities charges. A hotel bill is typically issued at the end of a guest’s stay. It is used to finalise their payment for the hotel room and any other charges incurred during their stay.

Hotel Invoice Format Includes:

A hotel invoice template or a hotel bill format typically includes the following information:

  1. Hotel name and address
  2. Invoice number
  3. Guest name
  4. Check-in and check-out dates
  5. Room rate and taxes
  6. Additional charges (e.g. room service, laundry, etc.)
  7. Total amount due
  8. Elements of a Hotel Invoice (Format)

Several key elements should be included in a hotel bill format in word or other formats. These include:

  1. Hotel’s name, address, phone number, email, website, fax, and other contact information
  2. Guest’s first and last name, along with contact information and the total number of guests staying
  3. Total number of stays and dates of the stay
  4. A list of itemised charges incurred while staying in the hotel- a total inclusive of state and local taxes
  5. Payment method provided by the guest
  6. Hotel invoice identifier

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Step-by-Step Hotel Invoice Guide

If you happen to be a hotel owner or manager, here is a step-by-step guide for creating a hotel invoice:

Gather all necessary information: To create a hotel invoice, you will need to have the guest’s name, the dates of their stay, and any charges incurred.

Collect customer identification: A guest’s contact information should be collected. Then, future payment issues (like a payment reported as a fraudulent charge) occur. In that case, the guest can be contacted to help rectify the situation.

Charge a down payment for the room: A hotel can charge a down payment or security deposit for the room, also called “hold”, for incidentals left unpaid or issues identified with the room after the guest has departed (e.g. broken lamps, stains, etc.).

Add room service charges daily, and mini-fridge: All expenses incurred by the guest should be itemised on the hotel invoice. These are the charges for the following:

  1. Basic room charge
  2. Mini fridge usage (per item)
  3. Hotel restaurant charges
  4. Hotel bar charges
  5. Pool towel charges
  6. Wi-fi charges
  7. Pa charges
  8. Concierge charges
  9. Pet fees
  10. Airport transfers
  11. Early check-in fees
  12. Parking fees
  13. Upgraded views

These charges should be itemised by the date incurred.

Check-out and pay: Once a hotel invoice has been prepared, the guest can check out. The guest should make payment as the hotel allows, such as cash, check, credit card, company card, or foreign currency.

A hotel invoice is an important document that provides a detailed breakdown of charges for a guest’s stay at a hotel. By including all necessary information and following a clear and consistent format, hotel invoices can help ensure that guests are appropriately billed for their stays and that payment can be easily collected.

Whether you are a hotel owner or manager, it is essential to understand the critical elements of a hotel invoice and how to create one to provide accurate billing for your guests.

Also Check: Hotel Billing Software

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