invoice sample vacation rentals

Invoice Template for Vacation Rental Bookings

For every property owner or real estate agent operating in the vacation rental industry, there is a long list of things to take into consideration when accepting a new guest. One of the most important things, after confirming the booking and signing the vacation rental agreement, is to provide the guest with a detailed invoice that specifies all the different costs and expenses.

Creating a rental invoice is helpful for both the host and guests: It’ll allow your guests to keep track of their expenses, and can also be used as proof of the payment.

Given the importance of these documents, are you wondering how to create an invoice?

Don’t worry, you don’t have to start from scratch. Simply download our vacation rental invoice template, which includes all the mandatory information you need to take care of accounting and billing on your own.

The best part? It’s completely editable and you can customize it according to your needs.


Don’t see the form to download our vacation rental invoice template? Click here.

What does our vacation rental invoice template cover?

The vacation rental invoice sample that we offer contains all the must-have information guests will expect. This includes information related to the property, owner, guest, and payments and expenses.

However, we recommend getting in touch with a professional accountant for advice on how to adapt this invoice model to your needs.

Generally, a typical invoice for vacation rentals should consist of three parts, each one corresponding to a different type of information. Here is the structure of our invoice sample. Once you download it, read it carefully and don’t forget to include all the information.

invoice vacation rental

1. Information about the transaction

The first section of the vacation rental invoice template includes information such as:

  • Invoice number, which must be created in chronological order
  • Owner information (name, address, contact info)
  • Details of the guests (name, address, contact info)
  • Place and date of the invoice

2. Booking details

The second section of our invoice template for vacation rentals includes the:

  • Date of check-in and check-out
  • Number of guests
  • Address of the property

3. Information about payments, fees, and taxes

Finally, the last section of the vacation rental invoice sample includes details related to the:

  • Security deposit (if applicable)
  • Price per night and number of nights charged
  • Additional costs (especially cleaning fees or taxes)
  • Payment method (by check, cash, or bank transfer)
  • Status of the payment (including the words “Invoice paid” or “Payment pending,” depending on the situation)
  • Owner’s signature

There must be two copies of the vacation rental invoice and it must be filled by both parties: the host and the guest. One copy goes to the guest and another will be kept by the owner or the property manager. You can choose to send the invoice to the guest by email or just give it to them in paper once they’ve checked out of your property.

Furthermore, if the original invoice contains any errors, you’ll have to create a new one (with a new number) that certifies the mistake and cancels the previous one. In fact, once a bill of sale has been issued, it can’t be modified in any way.

So be careful, use Lodgify’s vacation rental invoice template, and follow our suggestions!

Vacation rental invoice templates, (further) simplified

For Lodgify customers, there’s another way to provide guests with invoices—and it’s even easier than downloading our free template.

That’s right, Lodgify customers can generate and share PDF invoices with guests for both manual and direct reservations with just the click of a button!

Within your Lodgify account, visit the Reservations Details page, navigate to the Invoicing section, and click the Generate invoice button. In just a few seconds, the invoice will be generated as a PDF, and you can download it or edit the guest and company details before sharing it. It’s that easy!

For those of you who aren’t Lodgify customers yet, you still have the option of downloading our invoice template below. Or, better yet, give Lodgify a try with a free 7-day trial or demo call!

Don’t see the form to download our short-term rental invoice template? Click here.

ATTENTION: THIS DOCUMENT IS ONLY A TEMPLATE (SAMPLE) OF AN INVOICE FOR VACATION RENTALS.

In case of doubt about the billing or accounting of your business, please get in touch with a professional accountant or a lawyer that specializes in vacation rentals.

What do you think about this article?

4.1/5 - (21 votes)
Show Comments (0)

Your email address will not be published. Required fields are marked *

Ready to take more direct bookings?

No set up fees, no credit card details, no obligation. Try Lodgify free for 7 days.