My Guest is Requesting an Invoice, What Do I Need to Do?

Why Do I Need to Issue an Invoice?

When a guest books accommodation through Holidu, they pay for your services as the host. Holidu facilitates the payment between the guest and you, but we deduct our commission before your payout. Legally, you remain the service provider and are therefore responsible for issuing invoices or receipts to your guests.

Important points about invoices:

• Invoices must reflect the full amount paid by the guest
• Only issue invoices after the guest has checked in, once payment is confirmed
• Local tax rules may differ, so please check with your tax advisor if unsure

Am I Legally Required to Issue Invoices?

Yes. Hosts are legally required to provide guests with an invoice or receipt for their stay. Holidu only facilitates payment and is not the legal provider of the accommodation, which means you as the host or property manager remain fully responsible for invoicing.

For professional hosts operating with a valid VAT number, issuing an invoice at the end of each stay is mandatory, regardless of whether the guest specifically requests it. This ensures compliance with local tax and accounting regulations.

What is the Guest Invoice Tool?

To make things easier, Holidu provides the Guest Invoice Tool, available in your host account. This tool allows hosts to easily create legally compliant invoices directly through their Holidu account.

Key Features

• Self-service invoice creation: Generate, edit, and issue invoices for each confirmed booking
• Legally compliant: The tool supports compliance with local and EU tax rules
• Flexible workflow: Start with a draft, review details, and issue when ready
• Extra services: Create additional invoices for add-ons like meals, transfers, or e-bikes

Important: Once an invoice is issued, it cannot be edited or amended. If you are unsure, choose "Save and Close" to keep it as a draft. Once you select "Save and Issue", it becomes final and unchangeable. To correct an error, you must cancel the invoice and issue a new one.

Where to Find the Guest Invoice Tool

There are two ways to access it:

Option 1

1. Log into your Holidu Account. If you manage multiple properties, select the one associated with the booking
2. Go to the "Financial" tab on the left-hand side
3. Then select "Guest Invoices"

Option 2

1. Log into your Holidu Account. If you manage multiple properties, select the one associated with the booking
2. Go to the "Booking" tab on the left-hand side. Then select the reservation you want to create an invoice for
3. Under "My Earnings", click "Create an invoice for your guests"

How to Configure Your Guest Invoice Settings

To ensure your invoices are professional and comply with local tax requirements, you can customize your details and display preferences in the Settings section of your dashboard.

Update Your Host and Business Profile

Ensure your contact and legal information is accurate, as this is used to identify you on the invoice.

• Host Details: Check that your Name, Email, and Company Name are correct
• Address: This is your legal business or primary residence address. Click Edit to update your street name, postal code, and city

Customize Invoice Display Settings

You can control exactly what information your guests see on their invoices by toggling the following options in Invoice settings:

• Show VAT: Toggle this on if you are a registered business and need to display VAT on invoices
• Footer Details: You can choose to show or hide your VAT ID, Personal Tax ID, or IBAN in the footer of the document
• Legal Footer Text: Use the text box to add a custom "Default value" for your legal footer (for example, a thank-you note or a specific legal disclaimer required by your region)

Step by Step to Create the Invoice

1. Select Booking Details

Choose the relevant booking ID and preferred language (English or German).

2. Add Guest Information

Enter the guest's billing address and VAT ID (if applicable).

3. Review and Customize

The system will display booking details such as dates, property name, and total amount automatically. You can also add a personalized message under the Legal Footer. The message added in the Legal Footer will show on the invoice.

4. Finalize the Invoice

You have three options:

• Cancel: Discard the draft
• Save and Close: Keep as a draft for later edits
• Save and Issue: Finalize the invoice. Once issued, it cannot be changed

5. Download and Send

The issued invoice can be downloaded as a PDF and sent manually to your guest.

Automate Your Workflow

Under Automatic invoice number settings, you can choose to enable Automatic Generation. Toggle this on to have the system automatically assign a unique number to every new invoice, saving you manual record-keeping time.

Invoicing for Extras

To invoice for additional services beyond the guest's stay, first create the Invoice for Stay, and then generate a separate Additional Invoice for extras.

Personal Tax ID for German Hosts

For hosts in Germany, it is important to note that the Personal Tax ID (SteuerID/IdNr.) should not be displayed (this information will not be automatically transferred to all invoices, but the field will be empty). The correct number to use instead is the Tax Number (Steuernummer).

Here is how you can configure the Tax Number (Steuernummer) so all invoices include it:

1. Go to Settings under Invoices in Guest Invoices Tool
2. Locate the Tax Number (Steuernummer) field
3. Click Edit
4. Manually enter the valid Tax Number (Steuernummer)
5. Save the settings

Once saved, this number will appear by default on the Invoice Form.

Important Reminders

• Always issue invoices for the full amount paid by the guest
• Only issue after check-out
• Holidu's commission is deducted before payout, but must still appear in the total amount
• If a booking is cancelled, guests may request a cancellation invoice
• Holidu provides the tool, but you remain the official issuer of all invoices

Frequently Asked Questions

Am I legally required to issue invoices?

Yes. In most countries, you are. Holidu only collects payment; invoicing is your responsibility.

Can I include extras like food or e-bikes?

Yes! Use the "Additional Invoice" option to invoice for any extra services provided to your guest.

What if I make a mistake?

You can cancel the invoice and issue a new one. Once issued, it cannot be edited.

When should I issue an invoice?

Only issue invoices after the guest has checked in and payment is confirmed. For the most accurate records, issue invoices after checkout.

Can guests download their own invoices from their Holidu account?

No. As the host, you are responsible for downloading the invoice as a PDF and sending it to your guest. Holidu does not provide guest access to these invoices.