Free template
Guesthouse invoice template — every line explained
A guest invoice that gets paid quickly says exactly what was stayed, what was paid and what is left. Here is a complete example. Use the layout, or let WStation write it from the booking, free.
- No card
- Nothing to install
- Works on your phone
| Room / item | Qty | Rate | Amount |
|---|---|---|---|
| Room 4 — Double5 Oct → 8 Oct · 3 nights · 2 adults | 3 nights | N$950.00 | N$2,850.00 |
| Dinnerper person · 2 people × 2 nights | 4 | N$220.00 | N$880.00 |
| Laundry1 load | 1 | N$80.00 | N$80.00 |
Payment due on departure. Thank you for staying with us.
What to include
The nine parts of a guesthouse invoice
Each number matches a pin on the example above.
- Your detailsBusiness name, address, contact details and your tax number if registered.
- Invoice number and dateUnique and in sequence — your accountant and tax office will ask.
- Who pays, and who stayedA company may pay for a guest: name both.
- The stayRoom, dates, nights and guests on each accommodation line.
- Rate and quantityPer room or per person, per night.
- ExtrasMeals, bar, laundry, transfers, activities.
- TaxRate and amount, and whether prices included it.
- Payments and balanceDeposit and part payments already received, then the balance due.
- How to payBank details, reference and due date.
Step by step
How to write a guesthouse invoice
- Start from the bookingRoom, dates and guests should match what was confirmed.
- Add what happened during the stayMeals, bar, laundry, extra nights.
- Apply taxUse the rate you're registered for; accommodation may have its own.
- Deduct what was paidDeposit and any part payments, so the balance is right.
- Give a clear way to payBank details and the invoice number as the reference.
- Issue a receipt when paidPaid in full deserves its own numbered receipt.
Template or software?
A Word or Excel template, against WStation
A template is a fine start. Here is where it stops helping.
| Word / Excel template | WStation | |
|---|---|---|
| Typing the stay | Copied from the diary by hand | Written from the booking |
| Deposit already paid | Remember to deduct it | Already on the invoice |
| Numbering | Easy to skip or repeat | Automatic and in sequence |
| Who still owes? | Go through every file | One list, always current |
Questions
Asked before signing up
Is this guesthouse invoice template free?
Yes. Use the layout however you like, or make the invoice in WStation — free to start, no card.
Should a guesthouse invoice show VAT?
If you are registered for VAT (or GST or sales tax), yes: show the rate and the amount. If you are not registered, don't charge it — WStation can switch tax off.
What is the difference between an invoice and a receipt?
An invoice asks for payment; a receipt confirms you were paid. In WStation, paying an invoice in full writes its receipt.
Can I invoice a company for a guest's stay?
Yes. Make the company the customer and name the guest on the stay.
Keep going
Related
Make this invoice for real, in a minute.
Add your logo and rooms once. WStation does the dates, the sums, the tax and the deposit — free, in your browser.
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