An invoice is a printed statement that is issued by a seller that outlines the products and services provided to the client and contains details of the money that the client owes to the seller.
Nowadays, ‘invoice’ and ‘ bill ’ are frequently called the same thing, yet there is a clear difference between the two. A bill is the set of charges the client pays ‘after using the services’, but the invoice is said to contain the charges of the services that the client pays ‘before using them.’
In other words, an invoice is recorded as a bill to be paid in advance.
What Is a Hotel Invoice?
Hotel invoice is a document issued by a hotel administration that provides a categorical/itemized list of all sorts of room facilities and services provided to the room guests, along with their charges. These charges are also termed as ‘hospitality charges.’
The hotel gathers the payment information in advance and sends it to the room guests that they have to pay a certain amount of money for the services they will utilize.
Usually, the payment is made in advance before the client starts using the services. But in many hotels, the invoice is considered the same thing as a bill. Hence, the money is paid by the guest when he or she is checking out.
Examples of the room facilities include Wifi, mini-refrigerator, food oven, additional room, hot bath, rented movies and additional meal etc.
The guest is supposed to pay for all these facilities before allotment of the room, so that hotel administration may also be then bound to provide all the services as long as the guest is staying.
What Is a Hotel Invoice Used for?
Hotel invoice is used for charging the hotel guests for all the arrangements hotel administration has done for them, in addition to providing the room itself.
These arrangements and facilities are more like luxuries rather than necessities, and the guests have access to all these luxuries as long as they have been staying in the hotel. For example, Wi-Fi is a standard facility provided by almost every hotel.
When any new guest arrives and books room, he/she will have to pay in advance for it, the exact amount depending on the number of days they’re staying.
It is usually upon the guests which service they want to use during their stay, so the hotel administration considers only those services the guest has asked for, instead of billing for all services. Thus, the invoice requests payment from the clients for the services rendered by any hotel.
Elements of Hotel Invoice
Hotel Info
Here, the necessary information about the hotel is printed on the top of the invoice. It includes the hotel’s name, contact info like phone number and email, and its address.
Customer’s Information
The information regarding the guest who’s about to stay is written below the hotel info, usually on the left. The contents of this part include names, contact information, and address of the guests, along with the dates and duration of the stay.
Services Details
The services or the luxuries provided by the hotel, along with their charges and taxes, are categorically listed in a tabularized manner below the guest part. A total of all the expenses are summarized below the list, including the sum of government taxes as well.
Some hotels also charge a down payment or security deposit for the room, which acts as a ‘hold’ for the guests so that no unexpected incident or damage to the room property (e.g., broken windows, lamps, carpet/bed stains, etc.) occurs during their stay.
The amount may be returned to them at their check-out.
Details of Payment
The detail of the amount that has to be paid by the client is stated in this part. It includes payment owed, payment method, cheque/card number, and bank account name. After the client has paid, a separate receipt is issued that acts as proof that he has spent the bill.
Signature Part
The signatures of both hotel manager/administration and the user are put in this part. The dates are also added beside the signatures. It is at the bottom of the invoice.
Conclusion
The invoice has now become part and parcel of almost every top-notch hotel that provides luxurious facilities, proper hospitalities, and fascinating rental room services. It, unlike hotel receipt, doesn’t act as a proof of payment.
Instead, it illustrates the amount of money a client or a guest has to pay in addition to the room charges. It means it is issued at the time of check-in, rather than check-out. Thus, it acts as a bill that is paid in advance.
Every hotel has a different layout, design, and format for the invoice templates, yet all the necessary elements remain the same as stated above. CocoSign gives its customers a variety of unique hotel invoice templates that are ready to use.