Guest Folio Template - Hotel Invoice Template - Sample Steps to Create in Word and Excel

Sep 21, 2026

Upload by Đào

Hotel invoice and guest folio template content details how a receipt becomes a clear end-of-stay statement, including room rental, room service, rented films, and Wi‑Fi usage, plus how part of payment is allocated for on-site facilities. It lists invoice essentials such as hotel identity, guest details, stay dates, daily itemized fees with taxes, payment method, and a hotel invoice ID. It also outlines recording transactions (debit/credit) and provides step-by-step creation guidance for Adobe PDF, Microsoft Word, and Microsoft Excel.

LanguageEnglish

CategoryInvoices

FormatPDF

Pages3

Reading Time1 min

AccessFree to download

Hotel invoice and guest folio essentials

Transaction recording and final settlement

How to create the hotel invoice in Adobe PDF and Microsoft Word

How to create the hotel invoice in Microsoft Excel

Sample hotel bill and invoice formats

Continue Guest folio template The hotel invoice template represents if the receipt provides the hotel guest with a detailed statement about room rental , room service , rented films , Wi-Fi use and use of part of the payment for the facility at the end of their stay. Typically , the hotel will collect all payment information in advance and make payments only on a credit card or Visa marked debit card. They will provide a paper statement to the guest after departure. Items for an effective hotel invoice are: hotel name , address , phone number , email , website , fax and other contact information. Guests name and surname along with contact information and the total number of guests staying. Total stay and stay date. A list of detailed fees incurred during the stay with full inclusion of state and local taxes. Payment method provided by the guest. Hotel invoice ID 1. Customer Identification Collection Contact Information of guests should be collected. If there are payment problems in the future (for example , the payment will be reported as a fraudulent fee in the future) , the guest can be contacted to help rectify the situation. 2. Charge a down payment for a room A Hotel can charge a down payment or collateral for a room , it is also known as a hold for the casual who remain unpaid or the issues are identified with the room after the guest's departure (i.e. broken lamps , stains , etc.) . 3. Add a min i fridge and room service costs daily All costs incurred by the guest must be at the item on the hotel's invoice. Fees can flow from basic room fees , mini-use of the fridge ( per item) , hotel restaurant fees , hotel bar fees , pool towel fees , Wi-Fifees-they can be charged daily , resort fees , concierge fees , pet fees , airport transfers , early check-in , parking fees , updated views and so on. Fees must be detailed by date. 4. Check out and pay after the hotel invoice has been prepared the guest will be ready to check out. The guest must make the payment as the hotel allows; cash , check , credit card , company card , foreign currency , etc. Download the hotel invoice template to bill the guest for accommodation or sharing accommodation in the room along with any other amenities or fees. In most rooms , add-ons are available , including but limited , drinks and snacks at the minibar , breakfast , room service , parking , activities , access to events and any other offers. The invoice is usually presented to the guest when leaving with the expected payment immediately. Hotel credit card authorization form-Use if a company or other person pays for a hotel room. How to make Adobe PDF and Microsoft WordStep 1-Download Adobe PDF ( . pdf) and Word ( .doc) . Step 2-Enter your hotel name at the top followed by your address , phone and fax numbers , and website. Step 3-Party Billing Write the name of the company and/or the person billed for the hotel accommodation and then the associated contact information. Step 4-Costs-To calculate the total cost , enter each individual type of room the party has agreed to pay for , the number of nights in each and night course , and then multiply to enter the common law. Step 5-Add each number to the general column to get subtotal and then add any applicable taxes and fees. This will give you the total amount the guest owes. How to do in Microsoft ExcelStep 1-Download in Microsoft Excel ( .xls) . Microsoft Excel ( .xls)Step 2-At the top , place your hotel name and contact information , including email address and website. On the right , enter the account number and date. Step 3-Bill -Enter the name , address and other contact information for the guest you are billing. On the right , including the guest's phone and fax numbers , as well as their website and email , if applicable. Step 4-Fees-For each single room enter the number number , guest name (s) , registration and check-out dates , number of nights , night rate , and then the total of each row on the right. Step 5-Add each number to t

FAQs

What sections should a hotel invoice include?

A hotel invoice should include hotel identity and contact information, guest name and contact details, total stay and stay date, an itemized list of fees (including taxes and local taxes), the payment method, and a hotel invoice ID.

How can a hotel charge or handle unpaid room-related issues?

A hotel may collect a down payment or collateral for a room, used as a hold if balances remain unpaid or if issues are identified after the guest departs (for example, broken items or stains).

How are hotel invoice totals calculated in Word or Excel?

In Word, enter each agreed room type, number of nights, and multiply to compute costs, then add subtotals and applicable taxes/fees to reach the total amount due. In Excel, enter guest and stay details per row, compute line totals, sum subtotals, add taxes/fees, and include any payment comments or terms.

Sep 21, 2026

Upload by Đào