Send professional receipts to your guests with this receipt template.
Print or download as PDF
"Wow your guests - Grow your business"A hotel receipt is a legal document that a hotel issues to its guests. It serves as proof of payment for accommodation and services provided. It also serves as an accounting bill that specifies the amount of money the hotel received and the detailed list of services rendered in exchange. The receipt should contain a detailed list of all the items charged to the guest. Examples of charges that should be included and itemized are accommodation, room service, airport transfer, spa, restaurant, bar, etc.
At BnB Holiday we are passionate about helping small accommodation providers like you save time so you can use it where it matters most - attracting more guests. That is why our design team has created these free printable receipt templates for small hotels, bed and breakfasts, and vacation rentals. They are completely free to download, and you can customize and send them to your guests in minutes.
Create a Receipt! Get Started
MS Word can be used to design all kinds of useful documents for accommodation providers. Some examples are booking confirmations, receipts, house rules, pamphlets, and welcome brochures for your guests. They are easy to customize by adding your pictures, fonts, and colors. With this blank MS Word receipt template, you can have your receipt finished in seconds. Just fill out and send!
If you don't have MS Word on your computer, a sample Google Docs template works in pretty much the same way. Just fill out the blank hotel receipt template and print it or send it to your guest. You are free to change colors, fonts and add images to customize it to your style. You will have to add all the totals manually and enter them in the template form.
In Excel, you have the added benefit of being able to define formulas to add up the totals and calculate the taxes right on the simple receipt template. The only disadvantage is that Excel does not come as standard software on most computers: Your guests might not have it installed, making it difficult for them to view your receipt.
Google Sheets offers the same advantage of calculating the percentages and totals for you. The template is completely editable and you can fill out, print, or send the receipt. You have to be careful when adding or removing fields, though, to preserve the correct formulas. If you would rather use a sample receipt template that fully automates this process, use the BnB Holiday receipt template instead.
Ready to start sending customized receipts? Just make sure you include all the important information so your guests know exactly what they paid for and how to contact you.
Company Name and Contact InformationInclude the name and contact details of your accommodation. This tells your guests who they are receiving the receipt from, and how to get in touch with you if they need to.
Paid by informationInclude the guest details like their name, phone number, address, email, and any other relevant contact information. This field lets the guest know that they are the correct recipient of the receipt. It's also a convenient reference for you in case you need to contact your guest in the future.
Booking DetailsCheck-in and check-out dates, the number of guests (adults, children, and infants), and the accommodation provided is specified here. This makes it easy both for you and your guests to keep track of when they are arriving and departing, how many people will stay with you, and what room they will stay in.
Receipt Number, Booking Number, and DateAdding a unique receipt or invoice number makes it easy for you to keep track of your receipts. The booking number creates a unique link between the receipt and the booking. This is especially useful when you have several receipts issued to the same recipient i.e. repeat guests. The date is the date the receipt was issued.
Payment LinesInclude the room number, room description, and room rate per night, as well as rates of room service or any other services provided. Specify all items charged to avoid any confusion between you and your guests. Remember to include charges like breakfast, minibar, spa, room service, restaurant, bar, and transportation. If you charged your guests an advance payment or deposit this should be specified on a separate payment line. You can choose to include sales tax or VAT on each payment line.
Total BalanceThis field is automatically calculated and indicates the payment balance. If the guest paid a deposit or advance payment before arrival, they will usually pay the balance due upon arrival or when checking out.
Additional InformationAny additional information goes here. You can for example add payment details i.e. the mode of payment received, either cash, debit or credit. This is also a good opportunity to send a personal message to your guest and build a personal connection which could lead to repeat visits.
To learn how to create your own receipt from a blank template, watch this short video or follow the steps below:
A hotel receipt is a legal document that serves as proof of payment and specifies the items paid for. Like with any other kind of receipt, there are some rules about what a hotel receipt should contain. When filling out a blank hotel receipt these are the basic contents you should add:
Create a Receipt! Get Started
In the editable receipt template, include the hotel details like name, address, phone number and email on top of the receipt. This way, your guests see right away who the receipt is from and how to contact you. You only need to fill out these details once. They are saved to your account and appear on all of your receipts and booking confirmations.
Add the guest details like name, phone number, address, email and other relevant contact information. This is a confirmation to the guest that they are the right recipient of your receipt. It also serves as an easy lookup place for you if you need to contact your guest in the future.
Include the total number of guests and specify how many adults, children and infants there are.
Avoid any confusion about what the guest is paying for by specifying the room number or room name and including a short description of the accommodation.
Include check-in and check-out times. These show how long the guests stayed and further confirm yet again what they are paying for.
Add a unique receipt number for easy reference. This is especially useful when you have several receipts issued to the same guest, like with return visitors.
Add a booking number to the receipt. This creates a unique link between a guest's booking and their receipt. The link makes it easier for you to look up the documents when needed.
The receipt date should be the date when the receipt was issued. The issue date confirms the time when the payment was received.
If you charge a down payment or a security deposit for your rooms, include this in a separate payment line. That way the guest can easily see that this sum has been subtracted from their bill.
Include the room rates and number of nights as well as any services included in the nightly rate, like complimentary breakfast.
Airport pick-up or drop-off, early check-in, late check-out, excursions, restaurant, bar, minibar, room service, spa, beach towels, gift shop etc. are examples of other services a hotel might offer to their guests. Be sure to include these and specify each on a separate payment line. That way your guests can get a good overview of their charges.
If you need to collect taxes or VAT, you can add them to each payment line separately.
If you have any additional information add it to the 'Notes' field. This is also a good place to thank the guests for their stay with you and encourage them to come back.
Before checking out, make sure that the guests clear all their bills. Only then can you issue a receipt.
The guest should get their own copy of the receipt. The receipt template is printable, just click on the 'Print'-button. You can also send it as a PDF or email your guests a link to the receipt so that they can download or print it themselves.
If you need to keep a signed copy of the receipt for your records, print it and have the guest sign at the bottom.
If you generate a guest receipt from a booking confirmation, most of the information above will be added automatically. All you need to add are extra charges that might have occurred during the guest's stay with you.
BnB Holiday provides a range of tools for small accommodation providers that are aimed at attracting more guests, saving time, and making you look professional. They all work together and are easy to use:
The booking calendar helps you get an overview of your availability and manage your bookings. You can create a booking directly from the booking calendar
Create your own booking website for potential guests to find your accommodation. No coding skills required. All you have to do is fill out an easy-to-use template.
Create professional booking confirmations to send to your guests. This beautiful template ensures no information is forgotten.
When it's time to issue a receipt the booking confirmation can be used to auto-generate a receipt which you can print, PDF, or email directly to your guest - no more double entry and no information forgotten!
Our templates are designed to work together, so you don't have to enter the same information twice. When you receive a booking request from your website it easily converts into a booking confirmation, which easily converts into a receipt. Maximum control with minimum effort!
Create a beautiful vacation rental website in minutes.
Share your booking calendar with potential guests.
Allow guests to send booking requests.
View DetailsKeep track of rentals and availability in an easy-to-use calendar.
Send professional booking confirmations to your guests.
Include your pricing and house rules.
View DetailsCreate clear and professional receipts.
Never lose a receipt again.
Print, PDF or email receipts to your guests.
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If you choose to continue with BnB Holiday after the free trial, the cost for 1-10 units is €6.99/month .
