Hotel Invoice Template — PDF, Word & Excel
Itemize room nights, breakfast and other accommodation charges.
Your current input stays until you confirm a replacement.
Download an offline template
Blank business details, editable work items and no example prices. One offline layout, separate from the online Simple, Modern and Branded styles.
PDF is for printing, without fillable fields. Word tables are editable; neither format calculates totals. Excel: eight lines, CAD only. Quantities: 0–10,000, up to three decimals. Rates: 0–10,000, up to two decimals. Each line rounds half up to cents. No tax, discounts, shipping, deposits or payment balance calculations. Review inputs and totals.
Choose “Use this template” to edit online and export a completed PDF. Offline downloads leave your browser draft untouched.
A practical example
Fictional example. Replace the details and rates before use. CAD rates are illustrations, not price recommendations.
| Description | Quantity | Unit | Rate (CAD) |
|---|---|---|---|
| Accommodation — demo room | 3 | night | 140 |
| Breakfast | 3 | day | 18 |
What to fill in
- Include the stay dates and booking reference; replace sample guest details before use.
- This invoice is not proof of payment; review local accommodation tax requirements separately.
Show the stay behind the room charge
Pair the booking reference with arrival and departure dates so the billed nights can be checked against the stay. If the agreed nightly rate changes during the booking, use separate dated rows rather than hiding the change in one average rate.
Keep room charges and incidentals recognizable
Breakfast, parking and other agreed extras may be included in a package or charged separately. Describe package inclusions once, then list only extras outside that package. For a company paying for accommodation, identify the booking being billed without adding unrelated guest information.
Hotel invoice questions
What if different rooms have different rates?
Use a separate row for each room category or booking segment. State the corresponding nights and rate instead of combining them into one unexplained room total.
Can I separate extras from the stay?
Yes. Add rows for agreed parking, breakfast or other services. Review any different tax treatment outside this simple invoice.
Is this proof that a guest paid?
No. An invoice requests or records charges. A downloaded invoice is not a payment receipt or bank confirmation.