Free Airbnb Invoice Template
Free invoice templates for Airbnb hosts, short-term rental owners, vacation rental managers, serviced apartment operators, guest house owners, property managers, co-hosts, and rental businesses. Download and edit in PDF, Word, Excel, Google Docs, or Google Sheets.
Use this Airbnb invoice template to bill for stays, nightly rates, cleaning fees, extra guest charges, service add-ons, property management fees, security deposits, local taxes, discounts, refunds, damage charges, and payment terms in a clear and professional way.
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Download Free Airbnb Invoice Templates
Download a template, then edit it in PDF, Word, Excel, Google Docs, or Google Sheets. Print it, save it, or send it to your guest, property owner, travel client, or accounting contact when the booking, stay, cleaning, or rental billing period is complete.
Editable Airbnb Invoice Template
Printable Airbnb Invoice Template
Free Airbnb Invoice Template
Use these templates for Airbnb hosts, vacation rental owners, short-term rental managers, co-hosts, serviced apartment businesses, guest houses, property managers, and rental operators billing stays, fees, taxes, deposits, and guest balances.
How to Invoice for Airbnb and Short-Term Rental Services
A good Airbnb invoice should clearly show the guest or client details, property name, booking dates, rental charges, cleaning fees, taxes, deposits, add-ons, payment history, and final balance due.
Download Free TemplateIn 5 Steps:
- Confirm the guest or client details, property address, booking reference, check-in date, check-out date, number of nights, guest count, agreed rate, fees, deposits, taxes, and payment terms before billing.
- Record the rental service provided, such as accommodation, cleaning, extra guest fees, early check-in, late checkout, parking, pet fees, linen service, property management, or guest support.
- Track direct costs and billable items such as cleaning, laundry, restocking, repair charges, damage fees, local lodging tax, platform adjustments, refunds, discounts, and approved reimbursements.
- Calculate nightly charges, service add-ons, cleaning fees, taxes if applicable, deposits, previous payments, refunds, deductions, and the remaining balance due.
- Send the invoice with payment options, due date, stay notes, booking reference, property details, house-rule charges, and any remaining balance instructions.
With Invoize, you can create Airbnb and short-term rental invoices faster, save guest and property details, reuse common rental line items, add stay notes, include taxes or deposits, and track payments from your phone.
What to Include in an Airbnb Invoice
A professional Airbnb invoice should include the details needed to identify the guest, property, booking, stay dates, services provided, rental fees, deposits, taxes, payment terms, and final balance.
Invoice and Guest Details
- Invoice numberHelps track the invoice, booking record, payment status, accounting history, and guest billing reference.
- Guest name, company name, billing contact, and addressShows who stayed at the property or who is responsible for payment.
- Host, co-host, property manager, or rental business detailsShows which person or business issued the invoice and where payment should be sent.
- Booking reference, reservation number, property name, or unit numberConnects the invoice to the correct stay, rental property, platform booking, or guest agreement.
- Invoice date, due date, check-in date, check-out date, and billing periodShows when the stay happened, when the invoice was issued, and when payment is expected.
Rental and Service Details
- Property address or listing nameIdentifies the rental home, apartment, room, serviced apartment, guest house, or vacation property being billed.
- Stay detailsShows check-in date, check-out date, number of nights, guest count, room/unit details, and booking type.
- Nightly rate, weekly rate, monthly rate, or fixed stay feeShows how the accommodation charge was calculated.
- Cleaning, laundry, linen, pet, parking, or extra guest feesShows additional services or property-specific fees charged to the guest or client.
- Damage, repair, replacement, or house-rule chargesShows any approved or documented extra charges related to property damage, missing items, late checkout, or rule violations.
Payment and Final Notes
- Discounts, coupons, refunds, deposits, or advance paymentsShows credits, partial payments, security deposits, booking deposits, refunds, or amounts already paid.
- Subtotal, tax, lodging tax, city tax, cleaning fee, extra charges, and total amount dueShows the final amount the guest or client needs to pay.
- Payment methodsLists bank transfer, card payment, online payment, check, cash, or other accepted payment options.
- Security deposit notesExplains refundable deposits, deductions, damage claims, return timing, or deposit balance.
- Rental notes or payment termsRecords stay notes, check-in instructions, late fee terms, refund notes, house-rule charges, or balance instructions.
Billing Scenarios for Airbnb Hosts and Short-Term Rentals
Use clear invoice labels so guests, property owners, companies, and accounting teams understand the stay, rental fees, cleaning charges, deposits, taxes, add-ons, and final amount due.
| Scenario | Invoice line items | Best used for | How to describe it |
|---|---|---|---|
| Guest stay invoice | Guest name, property name, stay dates, nightly rate, cleaning fee, taxes | Airbnb hosts, vacation rental owners, and guest house operators. | Show check-in and check-out dates, number of nights, nightly rate, fees, and balance due. |
| Corporate booking invoice | Company name, traveler details, property address, billing period, total stay cost | Hosts billing companies, travel coordinators, relocation teams, and business guests. | Include company billing details, booking reference, guest name, and stay dates. |
| Cleaning fee invoice | Cleaning date, property name, service type, cleaning fee, laundry or restocking items | Hosts, co-hosts, cleaners, and property managers billing cleaning separately. | List cleaning, laundry, linen replacement, restocking, and turnover services clearly. |
| Security deposit invoice | Deposit amount, booking reference, refundable status, deductions, balance | Hosts collecting or adjusting refundable deposits. | Explain deposit terms, return timing, deductions, and remaining balance. |
| Damage charge invoice | Damage description, repair cost, replacement item, photos or notes, total due | Hosts billing for property damage, missing items, or repair reimbursements. | Describe the damage, item replaced, repair cost, and approval or documentation notes. |
| Extra guest fee invoice | Additional guest count, dates, per-guest rate, total extra guest charge | Hosts charging for approved additional guests. | Show the number of extra guests, applicable nights, rate, and total. |
| Late checkout invoice | Checkout time, approved or unapproved late checkout, fee, property notes | Hosts billing late checkout or extended stay charges. | Mention the scheduled checkout time, actual checkout time, and fee policy. |
| Monthly short-term rental invoice | Billing month, property name, stay period, monthly rate, utilities, cleaning | Hosts offering extended stays, serviced apartments, or monthly rentals. | Include monthly billing period, rent, utilities, cleaning, deposits, and balance due. |
| Co-host service invoice | Management fee, guest communication, cleaning coordination, listing support | Co-hosts and property managers billing property owners. | Separate co-host fees from guest charges, cleaning reimbursements, and platform-related costs. |
| Property management invoice | Management percentage, booking income, cleaning coordination, maintenance, owner payout | Short-term rental managers billing owners. | Show rental income, management fees, expenses, owner payout, and net balance. |
| Pet fee invoice | Pet count, stay dates, pet fee, cleaning or damage notes | Hosts charging pet-related fees. | Include pet fee terms and any additional cleaning or damage notes. |
| Refund or adjustment invoice | Original booking, refund amount, adjustment reason, revised total | Hosts issuing partial refunds, discounts, or revised balances. | Show original total, adjustment, revised balance, and payment status. |
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Common Charges and Fees for Airbnb Invoices
Airbnb and short-term rental invoices often include accommodation fees, cleaning fees, deposits, taxes, guest add-ons, property charges, and owner or management fees.
| Charge or service | Unit | When to use | How to show it |
|---|---|---|---|
| Nightly stay charge | Night | For standard guest accommodation billing. | List the number of nights, nightly rate, and total stay charge. |
| Weekly or monthly rental charge | Week or month | For extended stays, serviced apartments, and monthly guests. | Show the billing period, rate, and total rental amount. |
| Cleaning fee | Flat fee or turnover | For post-stay cleaning, turnover preparation, and housekeeping. | List cleaning fee separately from the accommodation charge. |
| Laundry or linen fee | Flat fee or item | For towels, bedding, laundry, linen service, or replacement items. | Show laundry or linen service as its own line item. |
| Extra guest fee | Guest or night | When additional guests are approved or charged by policy. | Show number of extra guests, nights, rate, and total. |
| Pet fee | Pet or stay | For pet-friendly rentals that charge an additional pet fee. | List pet fee and any extra cleaning note if needed. |
| Early check-in fee | Flat fee | When a guest requests access before the standard check-in time. | Add approved early check-in charge with date and time. |
| Late checkout fee | Flat fee or hour | When a guest stays past the scheduled checkout time. | Show late checkout time, fee, and policy note. |
| Parking fee | Night or stay | For properties that charge for parking spaces or permits. | List parking fee separately with dates or vehicle details. |
| Security deposit | Deposit | For refundable or partially refundable deposits. | Show deposit amount, refundable status, and deduction terms. |
| Damage or repair charge | Item or repair | For documented damage, missing items, or repair reimbursement. | Describe the damaged item, repair cost, and supporting note. |
| Restocking fee | Flat fee or item | For toiletries, kitchen supplies, welcome items, or consumables. | Show restocking item, quantity, and total. |
| Local lodging tax | Tax | When local occupancy, tourism, city, or lodging taxes apply. | List tax type and amount separately. |
| Service add-on | Service | For airport pickup, grocery delivery, extra cleaning, or guest support. | Describe the add-on and price clearly. |
| Property management fee | Percentage or fixed fee | For co-hosts and managers billing property owners. | Show management rate, booking income basis, and fee total. |
Common Airbnb Invoicing Mistakes
Clear Airbnb invoices reduce disputes with guests, property owners, companies, and accounting teams by showing exactly what was charged and why.
| Mistake | Why it causes problems | How to fix it |
|---|---|---|
| Not showing stay dates | Guests or companies may not know which booking the invoice covers. | Add check-in date, check-out date, number of nights, and booking reference. |
| Mixing cleaning fees with nightly rates | The guest may think the accommodation charge is higher than agreed. | List cleaning fees separately from rental charges. |
| Leaving out the property name or address | Hosts with multiple properties can create confusion for guests or accounting teams. | Include property name, unit number, or rental address. |
| Not separating taxes | Tax amounts may be questioned or recorded incorrectly. | Show lodging tax, city tax, VAT, or sales tax as separate line items when applicable. |
| Using vague damage descriptions | Guests may dispute charges if the reason is unclear. | Describe the item, repair, replacement, or damage charge with clear notes. |
| Forgetting deposits or previous payments | The guest may overpay or dispute the balance. | Show deposits, advance payments, refunds, and remaining balance. |
| Not explaining extra guest fees | Extra charges can look unexpected without guest count details. | Show extra guest count, nights, rate, and approval note. |
| Missing payment terms | Guests, companies, or property owners may delay payment if the due date is unclear. | Add due date, accepted payment methods, and late fee terms. |
| Not separating owner expenses from guest charges | Property managers can confuse owner statements with guest billing. | Use clear sections for guest charges, management fees, expenses, and owner payout. |
| Sending invoices without booking references | It can be hard to match payments to reservations. | Add reservation number, platform reference, guest name, or stay ID. |
| Charging add-ons without description | Guests may not remember what the add-on covered. | Describe airport pickup, grocery delivery, extra cleaning, parking, or other add-ons clearly. |
| Not saving invoice records | Rental income, taxes, and reimbursements can become hard to track. | Keep invoices organized by property, guest, booking date, and payment status. |
More Invoice Templates You May Like
Explore closely related invoice templates for airbnb work, similar services, and nearby billing scenarios before choosing the best format for your customer.
Questions
Frequently Asked Questions
What is an Airbnb invoice?
An Airbnb invoice is a billing document used by hosts, co-hosts, property managers, short-term rental owners, guest houses, and serviced apartment operators to charge for stays, cleaning fees, deposits, taxes, extra services, damage charges, or owner management fees.
What should an Airbnb invoice include?
An Airbnb invoice should include host or business details, guest or client details, invoice number, invoice date, due date, booking reference, property name, stay dates, number of nights, rental charges, cleaning fees, taxes, deposits, payments received, and final balance due.
Can I use this template for short-term rental billing?
Yes. This template works for Airbnb-style stays, vacation rentals, serviced apartments, guest houses, furnished rentals, corporate stays, extended stays, and property manager billing.
Should I include cleaning fees on an Airbnb invoice?
Yes. Cleaning fees should usually be listed separately from nightly rental charges so the guest or client can see the accommodation cost and turnover cost clearly.
Can I use this invoice for property management fees?
Yes. Co-hosts and property managers can use this template to bill owners for management fees, guest communication, listing support, cleaning coordination, maintenance coordination, owner expenses, and rental reporting.
How do I invoice for a security deposit?
Add the security deposit as its own line item and clearly mention whether it is refundable, partially refundable, or adjusted against damage, missing items, late checkout, or other agreed charges.
How should damage charges be shown?
Damage charges should include a clear description of the damaged item, repair or replacement cost, booking reference, property name, and any relevant notes about approval or documentation.
Can I add local lodging tax or city tax?
Yes. If lodging, occupancy, tourism, city, VAT, or sales tax applies, list the tax separately and calculate it clearly before showing the final amount due.
Can companies use this invoice for employee stays?
Yes. If a company books accommodation for employees, include the company billing details, traveler name, property address, stay dates, booking reference, and payment terms.
What payment terms should an Airbnb invoice include?
Common terms include due on receipt, deposit before check-in, balance before arrival, Net 7, Net 15, or monthly owner billing. Add payment methods, due date, refund notes, and late fee policy where applicable.
