Accommodation Invoice Template

Accommodation invoices should clearly identify the booking and break down lodging charges so guests can use the invoice for records or reimbursement.

Booking details

• Booking/reservation reference
• Guest name
• Property/unit name
• Stay dates

Core charges

• Nightly rate (quantity = number of nights)
• Cleaning fee (if applicable)

Common add-ons

• Extra guest fees
• Late checkout fees
• Pet fees (if applicable)
• Parking fees (if applicable)

Deposits and incidentals

• Deposits shown as credits when received
• Damages/incidentals listed only when applicable

Totals

• Subtotal, tax (if applicable), total due
• Payment terms and instructions

Most accommodation invoices are built around a nightly rate plus fees.

Typical structure

• Nightly rate × number of nights
• Cleaning fee
• Optional add-ons (extra guests, late checkout)

Keeping fees separate from nightly rates improves transparency and helps guests understand the total cost of the stay.

Deposits are common for stays and should be shown clearly on the invoice.

Best practices

• List deposits as a negative line item (credit)
• Avoid mixing deposits into the nightly rate
• If adjustments occur (date changes, guest count changes), list them as separate line items

Clear deposit handling reduces disputes and makes the balance due obvious.

Many guests need accommodation invoices for expense reporting.

Best practices

• Include stay dates and property name
• Itemize nightly rates and fees separately
• Keep booking reference on the invoice for matching to reservations

This makes the invoice more useful for reimbursements and corporate accounting.