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Free Hotel Invoice Format
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Ready-to-use hotel bill templates for Indian hotels, lodges, guest houses, and homestays. Download, fill in your hotel name and guest details, and hand over the bill at checkout.
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Hotel Bill Templates – Free Download
Pick the template that matches your property type. All files are free, editable, and ready to use.
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WHAT IT IS
What is a Hotel Bill Format?
A hotel bill format (also called a hotel invoice format or hotel receipt) is a ready-made billing document that hotels, lodges, guest houses, and homestays use to charge guests for their stay. It shows the room number, check-in and check-out dates, number of nights, per-day room rate, any additional services used (food, laundry, parking, room service), and the final amount payable – with GST if applicable.
Using a proper hotel bill format helps businesses maintain accurate books, provide professional bills to guests, and avoid calculation mistakes. It also makes GST filing and expense tracking easier, and reduces manual bookkeeping for hotel owners and staff.
Quick Guide
How to Use a Hotel Bill Format
01
Add Hotel Information
Start by filling in the hotel details, including the hotel name, address, email ID, and phone number. This helps identify the hotel and keeps billing records clear.
02
Enter Guest Details
Fill in the guest information under the billing section, such as guest name, address, contact details, bill date, and bill number. Add PAN or Aadhaar details if required.
03
Add Room Stay Details
Enter room-related information, including room number, guest name, check-in date, check-out date, stay duration, and room charges to calculate the amount.
04
Add Notes if Needed
Use the notes section to mention additional information related to the stay, such as extra charges, hotel policies, special requests, or service details. This section helps provide clarity and keeps billing records more organised.
05
Calculate Total Amount
After entering all room and service details, calculate the subtotal amount and apply applicable taxes. Fill in the tax rate, tax value, and final payable amount carefully to ensure accurate billing and avoid calculation errors.
06
Collect Signatures
Before finalising the hotel bill, collect signatures from both the cashier and the guest in the designated fields. These signatures act as confirmation that the bill details are correct and help maintain proper billing records.
Understanding The Basics
What Must Every Hotel Bill Include?
Whether your hotel is big or small, GST-registered or not, every hotel bill should have these fields to be clear, professional, and dispute-free:
Hotel Details
Hotel name, address, GSTIN (if applicable), invoice number, and bill date.
Guest Information
Guest’s full name, contact details, and ID proof information.
Room Stay Details
Room number, room type, check-in date & time, check-out date & time, and total nights stayed.
Room Charges
Per-night room rate and total room rent for the stay duration.
Additional Charges & GST
Food, laundry, parking, minibar, other services, and applicable GST breakup.
Payment & Authorization
Grand total, advance paid, balance due, payment mode, and authorised signature.
Go Beyond Templates
Stop Filling Templates Manually. Let Vyapar App Do It.
More than just formats – a complete hotel billing solution
Billing and POS
Create bills and collect payments quickly.
Customer Database
Store and access guest details anytime.
Reports and Financial Tracking
Track income, expenses, and business performance.
Room Booking Management
Manage bookings, check-ins, and check-outs easily.
Everything you need to run your business
- Auto GST calculations
- Inventory management
- Payment reminders
- Multi-device sync
Available in Android, iOS, Mac and Windows
Got Questions?
Frequently Asked Questions
Find answers to common questions about Hotel Invoice formats
What GST rate applies to hotel room charges in India?
The GST rate on hotel accommodation depends on the room tariff per night. If the room rate is below ₹1,000 per night, no GST is applicable. If the room rate is between ₹1,000 and ₹7,499 per night, 12% GST applies (6% CGST + 6% SGST for intra-state guests, or 12% IGST for guests from another state). If the room rate is ₹7,500 or above per night, 18% GST applies (9% CGST + 9% SGST or 18% IGST). These rates are as per the GST Council notifications updated for FY 2025-26. Always verify with your CA if room tariffs change frequently.
Is a hotel required to give a GST bill to every guest?
A hotel is required to issue a GST tax invoice to guests only if the hotel is registered under GST and the room tariff is ₹1,000 or above per night. If the hotel’s annual turnover is below ₹20 lakh and the room tariff is below ₹1,000 per night, the hotel is not required to be registered for GST and does not need to issue a tax invoice. In that case, a simple bill or receipt is sufficient. However, even unregistered hotels should always give guests a bill for every stay as proof of payment.
Can I use the same hotel bill format for a lodge or guest house?
Yes. The template on this page is specifically designed for lodges, dharamshalas, paying guest accommodations, and guest houses. It has a simpler layout than a full hotel bill – no restaurant section, no multiple service rows – and it works for both GST and non-GST properties.
Which is better for hotel billing – Word, Excel, or PDF?
It depends on your workflow. Word is best if you want to customise the layout, change fonts, add your logo, and save as a PDF for printing. Excel is best if you want automatic GST calculation – enter the room rate and number of nights, and Excel calculates the totals automatically. PDF is best for sharing with guests on WhatsApp or email – it looks the same on every device and can’t be accidentally edited.
Can I create a hotel bill online without downloading a template?
Yes. If you do not want to download and fill out a Word or Excel template manually, you can use Vyapar’s free online invoice generator to create a hotel bill online. Enter your hotel name, guest details, room charges, and GST – the tool calculates the total and lets you download a PDF instantly. No sign-up is needed for basic use. For hotels creating multiple bills per day, the Vyapar App is a better long-term solution. It stores guest records, auto-calculates GST, and lets you share bills directly on WhatsApp at checkout.
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