Vacation Rental Invoice Template

A vacation rental invoice template is a pre-designed document used by hosts to bill guests for their stay. It outlines the details of a reservation, including the cost of accommodation, additional services or fees, taxes, and total amount due. The invoice template for rental property helps hosts issue invoices quickly and professionally.

To streamline your billing process, we’ve created a free invoice template for rental property​. This easy-to-use template allows you to clearly present all reservation charges, maintain professional standards, and issue invoices efficiently.

Why Use an Invoice Template for Rental Property?

While platforms like Airbnb and Vrbo typically handle guest payments, hosts still need invoices for direct bookings, corporate clients, or extended stays. Having a professional invoice shows that you run a legitimate business and can help build trust with your guests.

In addition, some guests – especially business travellers – may request formal invoices for reimbursement or accounting purposes. Hosts who manage multiple properties or offer premium services may also need detailed breakdowns of charges, which a simple template can easily accommodate.

Key Elements of a Vacation Rental Invoice Template

A good vacation rental invoice template should include all the essential details that help both the host and guest understand the charges. Below are the key components every invoice template for rental property should have:

1. Host Details

Include the host’s full name or business name, address, phone number, and email address. This ensures the guest knows who the invoice is coming from and how to contact you if needed. If you operate as a registered business, consider adding your business registration number or tax ID.

2. Guest Details

List the guest’s full name, email address, and phone number. If applicable, include a booking reference number to help identify the reservation easily.

3. Stay Details

Clearly state the reservation details, including:

• Check-in and check-out dates
• Total number of nights
• Number of guests

4. Itemised Charges

Break down the cost of the stay in a clear and detailed list. Common items include:

• Nightly rate
• Cleaning fee
• Local taxes (e.g., occupancy or tourism tax)
• Extra services (e.g., breakfast or pet fee)

5. Discounts (If Any)

If you offer a discount – whether for early booking, long stays, or returning guests – list it as a separate line item to show the amount saved.

6. Total Amount Due

After listing all charges and applying any discounts, show the grand total due. Make this amount easy to find – often bold or highlighted – so there’s no confusion.

7. Payment Terms

State when the payment is due and list accepted payment methods, such as:

• Bank transfer
• Credit/debit card
• PayPal or other digital payment platforms

8. Invoice Number and Date

Every invoice should have a unique invoice number for tracking and record-keeping. Include the date of issue as well – this helps determine payment due dates and supports your accounting.

When and How to Send a Vacation Rental Invoice Template

A vacation rental invoice template is particularly useful in the following situations:

• Direct Bookings: When guests book directly through your website or by phone, you’ll need to invoice them manually.
• Corporate Stays: Business clients often require formal invoices with company names, tax IDs, and payment terms.
  Long-Term Guests: For monthly stays or extended rentals, invoices help track recurring payments and stay details.
• Extra Charges: If there are additional services like late check-out or extra cleaning a separate invoice can clarify the charges.

You have several options when it comes to creating and sending invoices:

• Email: Ideal for occasional invoices or small-scale hosts. You can fill out a template in Word or Excel, export it as a PDF, and send it manually.
• Property Management Software (PMS): Platforms like Zeevou allow you to automatically generate and send invoices for each booking.
• Invoicing Apps: Services like QuickBooks, Wave, or FreshBooks offer templates, automated reminders, and easy tracking – all useful for hosts managing multiple bookings.

Download Your Free Invoice Template for Rental Property

Keep your holiday rental finances organised with our free Invoice Template for Rental Property! This customisable template makes it easy to itemise charges and present a professional invoice to your guests. Download your free invoice template today and simplify your billing process!