Running a vacation rental business means juggling a lot — pricing strategies, guest communication, maintenance, reviews, and yes, paperwork. One of the most overlooked but absolutely essential parts of this puzzle? Airbnb invoice or invoices in general.
Whether you manage one charming studio or a dozen lakefront luxury villas, a clear, professional invoice makes a world of difference, especially for guests who need receipts for reimbursements or business travel.
We’ll help you understand what an Airbnb invoice is and also provide an Airbnb invoice template to help you get started.
Different Airbnb Invoice Templates You Might Need
We’ve created several invoice templates to suit various situations. (Don’t worry, you can download and customize them!)
1. Standard Airbnb Invoice Template
Perfect for one-off bookings, with all the basic info a guest might need.
2. Airbnb Business Invoice Template
Designed for business travelers and corporate housing—includes company name, cost center, and receipt-style formatting.
3. Airbnb Invoice for Reimbursement
Simplified but professional layout tailored to meet employer reimbursement standards.
What Is an Invoice in the Vacation Rental Industry?
An invoice is a formal document that details the transaction between you (the host or property manager) and the guest. Think of it as a receipt with extra structure.
It typically includes:
- The name and contact details of the host
- Booking dates
- Property address
- Itemized charges (e.g., nightly rate, cleaning fee, taxes)
- Total amount paid
- Payment method
- Invoice date and number
For guests booking through platforms like Airbnb, invoices are often generated automatically. However, these generic versions may not always meet your guests’ needs, especially if they’re booking for business, filing for reimbursements, or dealing with VAT requirements.
That’s where custom invoices come in handy.
Why Should You Create a Custom Invoice?
Airbnb does offer receipts and basic invoices, but there are limitations:
- Missing VAT Info: The Airbnb VAT invoice may not meet country-specific requirements
- No Custom Branding: You can’t add your logo, business address, or custom fields
- Limited Use for Companies: Guests often need Airbnb company invoices with more formal details for accounting
Creating a tailored invoice template addresses all of these issues. It looks more professional, improves trust with your guests, and simplifies expense reporting for business travelers.
Who Needs an Invoice?
- Business Travelers: Many companies require a formal Airbnb business invoice with the employee’s name, company name, tax ID, and total charges
- Guests Seeking Reimbursement: Individuals on work trips or group travel may need an Airbnb invoice for reimbursement from their employer
- International Guests: VAT compliance varies, and some guests need an Airbnb VAT invoice that matches their country’s rules
- Corporate Bookings: Agencies booking multiple stays need clean, consistent Airbnb invoice PDFs
As a host, providing this on request (or automating it!) makes you stand out.
What Should Be Included in an Airbnb Business Invoice?
Here’s a quick checklist of must-have elements:
- Your Name or Company Name (plus contact info)
- Guest’s Name and Contact Info
- Invoice Number and Date
- Booking Reference Number (optional, but useful)
- Check-in and Check-out Dates
- Property Address
- Breakdown of Charges
- Nightly rate x number of nights
- Cleaning fee
- Service fee (if applicable)
- Taxes/VAT (with tax rate noted)
- Total Amount Charged
- Payment Method
- Business VAT ID (if required)
- Terms & Conditions / Notes (e.g., cancellation policy)
If you want to go the extra mile, consider including your logo, a thank-you note, or even a QR code that links to your direct booking website.
Airbnb Invoice Generator: Manual vs. Automated
If you’re a spreadsheet wizard, you can whip up an Airbnb invoice template in Excel or Google Sheets. But if you’d prefer something more plug-and-play, you have options:
Manual Templates:
- Pros: Full control, customizable, free
- Cons: Time-consuming, error-prone if done in bulk
Invoice Generator Tools:
- Tools like Breezeway, Host Tools, or Zoho Invoice allow you to automate Airbnb invoice PDF generation
- Some PMS platforms integrated with PriceLabs may also offer invoicing options as part of their suite
How to Send Invoices to Guests
Here’s the best part: you don’t have to be a designer to send great invoices.
Ways to send your invoice PDF:
- Attach it to an Airbnb message (keep it friendly and helpful)
- Email it to the guest directly post-checkout
- Use automation tools to send invoices post-booking or after checkout
Pro tip: Make invoice delivery part of your post-checkout checklist, especially for business guests.
Final Thoughts: Make Invoices Work for You
An invoice might seem like a small detail, but it speaks volumes about your professionalism. A clear, thoughtful invoice can:
- Make life easier for business travelers
- Reduce the number of guest queries
- Improve your chances of repeat bookings
Use the Airbnb invoice templates provided here as a starting point, and make them your own. Whether you’re going for minimalist, branded, or detailed with VAT fields, there’s a template here for you.