15 Free Hotel Receipt Templates to Simplify Invoicing |

Managing guest checkouts can become chaotic, especially when receipts are missing details or appear unprofessional. 

Hotel owners often struggle to create consistent, accurate receipts that reflect every transaction. Guests expect clear proof of payment for business reimbursements or personal records, and a poorly formatted receipt leaves a negative impression. 

But hotel owners struggle to create consistent, accurate receipts that accurately reflect every transaction. Hotel receipt templates help simplify the process by offering a ready-to-use format with all the essential elements.

Whether you run a small inn or a hotel, a well-designed template saves time, and builds trust with your guests. We explore 15 templates that simplify hotel invoicing to the T.

What Are Hotel Receipt Templates?

A hotel receipt template is a pre-designed format for providing guests with proof of payment after their stay. It helps hotels present a professional summary of charges, dates, and services rendered. 

Here are the standard elements of a hotel receipt template:

• Hotel details: Includes the company name, address, contact number, and logo for easy identification
• Guest information: Lists the guest’s full name, address, and contact details for record-keeping
• Booking number: Gives a unique ID for tracking the transaction
• Check-in and checkout dates: Shows the duration of the guest’s stay and checkout times
• Room charges: Details of rates, room number, number of days, and total room cost
• Other charges: Provides costs of meals, parking, or other services used
• Taxes and fees: Breaks down applicable taxes and other levies
• Total amount paid: Summarizes the total balance after all charges and taxes
• Payment method: Indicates whether payment was made via cash, card, or online
• Authorized signature: Validates the receipt with a staff signature or digital seal

What Makes a Good Hotel Receipt Template?

A good hotel receipt template should offer a clear structure and cover all the critical information guests and hotel staff need.

Here are the key elements to look for:

• Key details: Choose a template that provides all the information to avoid confusion or errors
• Simple layout: Use templates with a clean and organized format that makes the receipt easy to read and understand
• Branding space: Go for a hotel receipt template that allows you to add your hotel’s logo, name, and colors to create a consistent brand experience easily
• Highlighted total: Pick a template with highlighted sections for totals so guests can quickly verify the payment
• Additional information section: Select hotel receipt templates with space for custom notes, like refund policies or thank-you messages

Top Hotel Receipt Templates

Hotel receipt templates should simplify the creation and management of invoices. 

Here’s a list of free hotel receipt templates from , the everything app for work, and other platforms that help you do that and ensure seamless operations and guest experience.

1. Invoice Template For Hotel

The Invoice Template For Hotels is a simple receipt that organizes all invoices in one location, with key details such as client contacts, emails, service hours, amounts, payment types, and additional notes.

The template also includes automation options for sending reminders and marking invoices as paid, reducing manual follow-up and improving cash flow. All invoice records are searchable and exportable for accounting reconciliation.

🌟 Why you’ll love it:

• Track payment statuses and overdue accounts
• Link invoices directly to reservations and guest profiles
• Automate follow-ups to minimize late payments
• Sort invoices by the client and the due date for easy follow-ups

2. Request for Quote Template

When hotels cater to corporate events or group bookings, it is crucial to send accurate quotes. The Request for Quote (RFQ) Template enables teams to gather all details, such as room blocks, catering, event spaces, and special requests, in a structured format.

🌟 Why you’ll love it:

• Capture all the items of the group and corporate quote requests
• Monitor quotes by status for pipeline visibility
• Attach contracts, proposals, or menus in one place to issue receipts to vendors
• Organize quotes by client, item type, or submission date for easy comparison
• Dedicated tables help maintain customer details, including all items used, services utilized, and guest information

3. Invoice Tracking Template

Invoices can easily slip through the cracks, especially in busy hospitality environments. The Invoice Tracking Template is a central ledger that tracks every billing document from issuance to settlement. It helps you manage multiple guests and services while maintaining control over your finances. 

Categorize invoices by customer, booking, or payment status, and filter views for a micro view. This template also helps you generate weekly or monthly reports, making it more straightforward to reconcile accounts and track revenue trends.

🌟 Why you’ll love it:

• Share live reports with finance teams or property owners
• Set recurring tasks to prepare and send invoices on schedule
• Build a drag-and-drop invoicing pipeline for better workflow management
• Use custom statuses like unpaid, overdue, and paid to track progress accurately

4. Payment Form Template

The Payment Form Template enables you to gather invoicing information directly from customers and organize it all in one centralized board.

It helps you track each stage of the payment process—from new service requests to payment confirmation—with a clear flow. Secure encryption keeps customer data protected, while dedicated fields help you maintain details like rates, receipt links, and payment modes.

🌟 Why you’ll love it:

• Build secure, branded payment forms and attach them to invoices or booking records
• Create audit trails for payment compliance
• Categorize payments by method—cash, card, or bank transfer
• Organize invoices by customer and company for easy reference

5. Payment History Template

Transparency in payments builds trust with guests and simplifies reconciliation. The Payment History Template helps you keep invoices and payments organized and easily trackable.

With visual boards, automated sorting, and real-time notifications, the template removes the need for manual data entry. Each payment entry includes the date, payment method, reference ID, and related booking details. This history can be filtered by guest or date range to assist with reporting and audits.

🌟 Why you’ll love it:

• Link transactions to invoices and receipts
• Use logs for resolving disputes or confirming balances
• Maintain a complete record of all hotel services provided to each client
• Monitor payment history to identify patterns and improve cash flow

6. Accounting Journal Template

Managing hotel finances is a meticulous and often manual job. The Accounting Journal Template reduces the burden on the hotel accountants. It gives you a starting point to track expenses, revenue, taxes, and adjustments in an organized ledger. This makes it easy to visualize financial data, enabling informed decisions, monitoring changes over time, and understanding your hotel’s performance.

You can also use it to prepare monthly statements or export data for external accounting systems.

🌟 Why you’ll love it:

• Log income and expenses with clear categories
• Track adjustments and corrections for transparency
• Prepare data for tax filings and financial reviews
• Build dependencies to manage and streamline your hotel’s accounting process
• Supports category tagging, allowing you to sort transactions by room revenue, F&B, housekeeping,

7. Hotel Receipt Template by Jotform

As the name suggests, the Hotel Receipt Template by Jotform optimizes your hotel’s checkout and payment process with a ready-to-use format. It helps you record guest details, room charges, and payment information quickly and accurately.

It also includes customizable sections for logos, terms, and thank-you messages. 

🌟 Why you’ll like it:

• Generate a unique receipt number for every transaction using a serial ID widget
• Build a comprehensive database of all hotel transactions for better organization
• Integrate with payment processors and booking platforms
• Helps standardize receipt generation while providing flexibility for different booking scenarios

8. Hotel Deposit Refund Form Template by Jotform

Without a system, refunding deposits can be time-consuming. The Hotel Deposit Refund Form Template by Jotform enables guests to request a deposit refund, while staff can log approvals and track payment status.

Ensuring transparency and consistency, this form helps you collect essential details, such as contact information, account details, and the reason for the refund, all in one place. It even has customization options and a user-friendly interface to keep guest refunds organized. 

🌟 Why you’ll like it:

• Track approvals and processing timelines, and keep records of refund communications
• Sync form responses to your CRM or export and print them in one click
• Integrate with Stripe or Square to accept or return credit card payments securely

9. Hotel Bill Receipt Template by Template.net

The Hotel Bill Receipt Template by Template.net helps you record and present all hotel-related expenses in a professional format that includes itemized charges, payment details, and guest information.

Designed for easy printing and emailing, customize the receipt to match your hotel’s branding. You can also provide guests with printed or digital copies for a smooth billing experience. The template supports detailed breakdowns of expenses for transparency in every transaction.

🌟 Why you’ll like it:

• Generate branded receipts quickly and archive digital copies for accounting
• Link and edit seamlessly using MS Word or Google Docs
• Include service descriptions with quantity, price, and total for each item, like room rates

10. Hotel Cash Receipt Template by Template.net

The Hotel Cash Receipt Template by Template.net offers a clean format for accurately recording cash transactions. It includes sections for date, amount, payment purpose, and signature fields. 

The template helps you record guest contact details, services availed, applicable taxes, and payment information—all in one printable or shareable receipt. As a result, you enhance the guest experience with personalized information and maintain consistency across all receipts.

🌟 Why you’ll like it:

• Provide guests with professional proof of payment
• Add comments to note adjustments or special requests
• Use visuals or branding elements to make the receipt more engaging

11. Branded Hotel Official Receipt Template by Canva

The Branded Hotel Official Receipt Template by Canva combines elegant design with practical logging, creating a receipt that reinforces your brand. Use it to record all invoice details, including guest information, services, and payment summaries.

Since it’s a Canva template, you can easily customize fonts, colors, and icons to reflect your hotel’s branding and deliver a consistent guest experience.

🌟 Why you’ll like it:

• Include hotel contact details for stay queries or support
• Collaborate with your team on edits and approvals in real time
• Add links and comments directly on the receipt for clarity and coordination

12. Hotel Reservation Invoice Template by Template.net

The Hotel Reservation Invoice Template by Template.net allows you to provide guests with a payment line for all services used during their stay and contact information for easy communication.

This invoice template streamlines billing by combining reservation details with a detailed payment breakdown. It includes fields for room rates, taxes, deposits, and payment instructions.

🌟 Why you’ll like it:

• Include terms and conditions along with payment details to avoid confusion
• Clarify payment deadlines and deposit policies
• Customize for group or individual bookings

13. Advance Payment Receipt Template by Vyapar

The Advance Payment Receipt Format Template by Vyapar professionally documents funds received in advance from customers and suppliers. It helps you present an organized record that builds trust and creates a positive impression for your business.

The template offers a format to include all essential details, such as business name, customer information, invoice number, and itemized charges.

🌟 Why you’ll like it:

• Send automated reminders for payments to maintain cash flow
• Offer multiple payment methods, including cash, check, bank transfer, and online payments
• Use encryption to protect sensitive financial and personal data

14. Booking Confirmation Template by bnbholiday

The Booking Confirmation Template by bnbholiday is ideal for vacation rentals, bed and breakfasts, and small hotels looking to manage reservations efficiently. It automatically saves booking requests to your calendar, so all essential details are clearly recorded.

Guests can receive details of their booking, including the deposit paid and the balance due. This reduces on-arrival confusion and supports smoother check-ins.

🌟 Why you’ll like it:

• Include additional details about the stay, such as check-in time or amenities
• Print or download the confirmation as a PDF for easy sharing
• Create dedicated sections for hotel and guest information to avoid confusion

15. Vacation Rental Booking Receipt Template by AllBusinessTemplates

The Vacation Rental Booking Receipt Template by AllBusinessTemplates makes it easy to create professional and consistent rental invoices. With dedicated sections for booking details, charges, and stay information, the template assures transparency for short-term rentals.

Moreover, the color scheme options provide a polished look that enhances your guest experience.

🌟 Why you’ll like it:

• Add notes for homeowners to share special instructions or updates
• Record deposit and payment history clearly
• Provide guests with a complete transaction record

Keep Your Hotel Invoicing Process Seamless with

Hotel receipt templates keep your invoicing organized, consistent, and professional. They simplify the billing process by including all essential details in a ready-to-use format.

However, with , managing hotel invoices becomes even easier. 

You get access to customizable templates, real-time collaboration, and Brain to ensure a seamless invoicing process. Plus, because has full context of your work, you can keep your invoicing system centralized and efficient, improving both your accounting accuracy and guest satisfaction.

Sign up with for free and optimize your hotel’s invoicing process from start to finish.

Explore article topics