Hotel Receipt Generator
Give guests a clear receipt for their stay. Built for bed and breakfasts, small hotels, motels, inns and short-term rental hosts: add check-in and check-out dates, the nightly rate, lodging tax and any deposit, then download a PDF. Or grab a blank Word or PDF template to fill in yourself.
Prefer a blank template?Download WordDownload PDFDetails
Live preview
Maple Hollow Inn
22 Harbor Lane, Bar Harbor, ME 04609
(207) 555-0186 · stay@maplehollowinn.com
RECEIPT
No. MH-2311
Received from
Guest Name
guest@example.com
- Check-in
- Oct 30, 2026
- Check-out
- Nov 2, 2026
- Room
- Queen Room 4 · 2 guests
- Confirmation
- MH-48213
| Item | Qty | Price | Amount |
|---|---|---|---|
| Room charge – Queen Room (per night) | 3 | $189.00 | $567.00 |
| Breakfast for two (per day) | 3 | $24.00 | $72.00 |
| Late checkout | 1 | $30.00 | $30.00 |
- Subtotal
- $669.00
- Tax (9%)
- $60.21
- Total
- $729.21
Paid by Credit Card
Thank you for staying with us. We hope to welcome you back to Maple Hollow soon!
Free, no sign-up. Your data stays in your browser.
Hotel receipt template (Word / PDF)
If you’d rather keep a stack of blank receipts at the front desk or edit a document on your own computer, download one of these free templates. Both include sections for the guest, the stay, itemized charges, lodging tax, deposits and payment method.
- Editable hotel receipt templateWord · 11 KBReplace the bracketed placeholders with your property and guest details. Opens in Microsoft Word, Google Docs, Pages and LibreOffice.Download Word
- Printable blank hotel receiptPDF · 52 KBA one-page US Letter form with blank lines to fill in by hand. Print a few copies to keep at reception.Download PDF
How to fill out a hotel receipt
- 1
Add your property details
Enter the name guests booked under, the property address and a phone number or email for questions about the bill.
- 2
Enter the guest and the stay
Add the guest’s name and contact details, then use Additional details for the check-in and check-out dates, the room and the booking confirmation number.
- 3
Itemize the charges
List the room charge with the number of nights as the quantity and the nightly rate as the price. Add separate lines for extras such as breakfast, parking, pet fees or late checkout.
- 4
Apply lodging tax and payment
Enter your combined lodging or occupancy tax rate, choose how the guest paid, and download the PDF to email or print at checkout.
What a hotel receipt should include
Guests often need a receipt to track their spending or to claim a business trip with their employer, so a hotel receipt should show the stay and every charge clearly.
- Property name and address
- The business the guest paid, exactly as it appears on their booking.
- Guest name
- The person who stayed or the person who paid, if different.
- Check-in and check-out dates
- The dates of the stay, so the number of nights can be checked.
- Room and nightly rate
- The room type or number and the rate charged per night.
- Extras and fees
- Each additional charge on its own line rather than merged into the room rate.
- Taxes, deposit and total paid
- Lodging tax shown separately, any deposit already paid, and the final amount received.
Who this hotel receipt template is for
Large hotel chains issue folios from their property management systems. This generator is for the many places to stay that don’t have one: family-run bed and breakfasts, independent inns and motels, guesthouses, hostels, campgrounds with cabins, and hosts who rent out a vacation home or apartment directly rather than through a booking platform.
If a guest booked through a platform such as Airbnb or Booking.com, the platform usually issues the official receipt for the booking. You can still use Receiptpress for extras the guest paid you for directly, such as an airport pickup or an extra cleaning fee.
Lodging and occupancy taxes
Most US states and many cities and counties charge a tax on short stays, often called lodging, occupancy, hotel or transient tax. The combined rate can be well above ordinary sales tax, and the rules for which fees are taxable differ from place to place. Your state and local tax offices publish the rates that apply to your property.
Receiptpress applies one tax rate to the whole receipt. If some charges are not taxable, set the tax rate to 0 and add the tax you collected as its own line item so the total matches what the guest paid.
Hotel Receipt FAQ
Can I make a receipt for a hotel I stayed at?
No. Only the property that took the payment should issue its receipt. If you need a copy of a hotel bill, contact the hotel’s front desk or billing team: most can email a folio for any past stay, and your card statement also records the charge.
Can I use these receipts for an expense claim?
A receipt issued by the property you actually paid can support a legitimate expense claim. Creating a receipt for a stay that did not happen, or changing the amount or dates of a real one, is fraud and is not allowed on Receiptpress.
How do I show the number of nights?
Enter the room charge as one line with the number of nights as the quantity and the nightly rate as the price. Add the check-in and check-out dates under Additional details so the guest can see the stay at a glance.
How do I show a deposit the guest already paid?
If the receipt covers the whole stay, list all charges as usual so the total is the full amount received, and note the split in the notes, for example “Deposit of $100 paid Oct 20; balance paid at checkout.” If you are only confirming the deposit, issue a separate receipt for the deposit amount.
Is there a Word version of the hotel receipt template?
Yes. Download the editable Word template above, replace the bracketed placeholders and save or print it. There is also a blank PDF version to fill in by hand.
Is the hotel receipt generator free?
Yes. The online generator and both templates are free to use, with no sign-up. Receipts you create online stay in your browser.