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Hotel Stay Receipt & Billing

A hotel receipt form that captures guest, stay and payment details and exports a clean PDF receipt.

Hospitality

About this template

This hotel receipt template runs on Formester's drag-and-drop form builder, so you can add stay-specific fields (resort fees, parking, room service), brand the receipt for your property, or pull in occupancy taxes without touching code. Issue a polished receipt for every guest in seconds.

Capture guest details, check-in and check-out dates, room rate, incidentals, taxes, and payment method in a single flow. The form auto-totals every charge and produces a branded PDF receipt the moment you submit. Each receipt is saved to your Formester dashboard and emailed to the guest automatically with Autoresponder Email.

Use conditional logic to reveal a resort-fee field for resort properties only, surface a "frequent guest discount" line when the guest selects loyalty status, or hide tax breakdowns for tax-exempt corporate stays. Pre-fill returning guest details from Google Sheets so the front desk can issue a receipt in under a minute.

Running a boutique inn, a chain hotel, or a vacation rental? Use the AI form generator to spin up a variant matched to your property's layout and pricing model.

Questions we get a lot

Front-desk and finance questions about format, taxes, and guest delivery.

Can I add my hotel logo and brand colors?
Yes. Drop your logo, brand colors, and tax registration in the header. Every PDF reads as an official receipt from your property.
Does the template handle occupancy taxes and resort fees?
Yes. Configure tax rates as a percentage or fixed amount. The form applies them automatically and totals everything.
Can I email the receipt to the guest automatically?
Yes. Turn on Autoresponder Email to send the PDF the moment you submit, with a thank-you note from your team.
Can I issue tax-exempt receipts for corporate stays?
Yes. Use conditional logic to hide the tax block and reveal a PO-number field when corporate billing is selected.
Can I produce a master receipt for a group booking?
Yes. Add a repeatable rooms section so one master receipt covers the block, while individual receipts still go out to each guest.
Where are receipts stored?
Every receipt is saved in your dashboard. Search by guest name, date, or room number, and export the full archive as CSV for accounting.

How to use this hotel receipt template

Seven steps to a working receipt workflow at the front desk. Most properties finish in under 15 minutes.

Open the template

Click Use Template. The form, calculations, and PDF layout load into the Formester builder.

Brand the receipt

Drop your hotel logo, address, and tax registration number in the header. Every PDF reads as an official receipt.

Configure room types and rates

Edit the room-type dropdown to list your inventory. Pricing flows into the receipt automatically.

Set tax and fee structure

Configure occupancy tax, resort fees, and any local levies. The form applies them based on stay dates.

Apply conditional logic

Use conditional logic to surface incidentals (room service, minibar, parking) only when guests opted for them.

Turn on autoresponder

Enable Autoresponder Email so the PDF receipt lands in the guest inbox the moment the front desk submits.

Issue and archive

Submit one form per guest checkout. The dashboard becomes your searchable receipt archive.

When to use this hotel receipt template

Six hospitality scenarios across independent hotels, B&Bs, vacation rentals, and resorts.

Independent hotel checkout

Front-desk runs the form per guest at checkout. Room, nights, incidentals, and tax all on one receipt; the PDF emails to the guest before they reach the parking lot.

Boutique B&B and inn

Innkeepers issuing receipts after weekend stays. Personalized note in the footer, branded logo at the top, the guest leaves with a memorable record of the stay.

Vacation rental hosts

Airbnb and Vrbo hosts who want a paper trail outside the platform. Run the form after each booking, file the PDF for tax records, email a copy to the guest.

Corporate stay receipts

Business travelers need an itemized PO-friendly receipt for finance. The form captures PO number and company billing details, and skips the tax block when corporate billing is selected.

Resort with bundled services

Room, dining, spa, activities, and resort fees all on one receipt. Repeatable line items capture every charge; the guest sees the bundle, you see the breakdown.

Conference and group bookings

Master receipt for the group block, individual receipts for each attendee. The conference organizer gets a totals view; each guest gets their personal record.

Fields included in this template

Every guest detail, charge line, and tax field already wired in the template.

  • Receipt number Auto-generated

    Sequential ID for every receipt.

  • Guest name Short text

    Full name as on reservation.

  • Guest email Email + verification

    For receipt delivery.

  • Guest billing address Full address

    For tax records and reimbursement.

  • Check-in date Date picker

    Start of the stay.

  • Check-out date Date picker

    End of the stay; nights auto-calculate.

  • Room number and type Short text + dropdown

    Identifies the unit billed.

  • Room rate Currency per night

    Base room rate.

  • Incidentals Repeatable line

    Room service, minibar, parking, spa, laundry.

  • Resort fee or city tax Currency

    Property-specific fees.

  • Occupancy tax Auto-calculated %

    Local hotel tax.

  • Total amount Auto-calculated

    Sum of all charges and taxes.

  • Payment method Dropdown

    Card, cash, transfer, direct billing.

  • Hotel signature or stamp E-signature

    Official acknowledgment.

Questions we get a lot

Front-desk and finance questions about format, taxes, and guest delivery.

Can I add my hotel logo and brand colors?
Yes. Drop your logo, brand colors, and tax registration in the header. Every PDF reads as an official receipt from your property.
Does the template handle occupancy taxes and resort fees?
Yes. Configure tax rates as a percentage or fixed amount. The form applies them automatically and totals everything.
Can I email the receipt to the guest automatically?
Yes. Turn on Autoresponder Email to send the PDF the moment you submit, with a thank-you note from your team.
Can I issue tax-exempt receipts for corporate stays?
Yes. Use conditional logic to hide the tax block and reveal a PO-number field when corporate billing is selected.
Can I produce a master receipt for a group booking?
Yes. Add a repeatable rooms section so one master receipt covers the block, while individual receipts still go out to each guest.
Where are receipts stored?
Every receipt is saved in your dashboard. Search by guest name, date, or room number, and export the full archive as CSV for accounting.