My guest is requesting an invoice, what do I need to do?

If a guest requests an invoice or receipt, you as the host are responsible for providing it.

Holidu facilitates payment between the guest and you, the host. We deduct our commission before your payout, but legally you remain the service provider — and therefore responsible for issuing invoices or receipts to your guests.

Why do I need to issue an invoice?

Holidu facilitates payment between the guest and you, the host. We deduct our commission before your payout, but legally you remain the service provider — and 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 out
• Local tax rules may differ — please check with your tax advisor if unsure
• Invoices serve as proof of transaction and are important for both guest and host records

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 supports compliance with local tax and accounting regulations.

Note for properties located in the Canary Islands

The Canary Islands do not apply mainland Spanish VAT (IVA). Instead, the local indirect tax IGIC applies. Invoices issued for properties located in the Canary Islands should not include IVA but must follow IGIC rules.

What is the Guest Invoice Tool?

To make things easier, Holidu provides the Guest Invoice Tool, available in your host account. The tool helps hosts 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: 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're 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: Through Financial Tab

1. Log in to 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. Select Guest Invoices

Option 2: Through Booking Details

1. Log in to 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
3. Select the booking you want to create an invoice for
4. Under My Earnings, click Create an invoice for your guests

How to Configure Your Guest Invoice Settings

To make sure 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

Make sure 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)

Choose Which Business Issues the Invoice

If you manage properties under more than one business — for example, as the owner, or if a company manages the property on your behalf — you can now control which one is used on each invoice.

This applies to you if:

• You own the property directly, and also invoice through a separate business you run, or
• A management company handles the property on your behalf, and either you or that company needs to issue the invoice

Which business is used depends on the booking — we automatically select the one that applies to that specific booking. If it's not correct, or you'd like to invoice as a different business, you can change it before issuing.

Where to manage it: Settings > Invoices. You'll see your default profile plus any you've created yourself. You can add, rename, edit, or delete a profile anytime.

Made changes by hand? If you edit the invoice details and they don't match a saved profile, we'll ask if you want to save them as a new one — so you won't have to type them again next time.

Invoice numbers: Each profile keeps its own count and warns you before a duplicate, so your numbers stay clean no matter which business you're invoicing as.

Step by step: Create the invoice

Step 1: Select Booking Details

Choose the relevant booking ID and preferred language. Choose the issuer — we pick it automatically, but you can switch it here.

Step 2: Add Guest Information

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

Step 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.

Step 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

Step 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, 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's how to configure the Tax Number (Steuernummer) so all invoices include it:

1. Go to Settings under Invoices in the 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 canceled, guests may request a cancellation invoice
• Holidu provides the tool, but you remain the official issuer of all invoices

Using the Guest Invoice Tool as a private host

You don't need to be a registered business to use the Guest Invoice Tool. If you rent out your property as a private host, the tool is available to you too — and it can make creating invoices or receipts for your guests much simpler.

What to keep in mind as a private host

• The tool is optional. There is no obligation to use the Guest Invoice Tool. It's simply there to support you whenever you need or want to provide an invoice to your guests
• Your Tax ID: In Spain, for example, private hosts can use their DNI or NIE as their Tax ID when setting up the tool
• Know your local rules. Invoicing requirements vary by country and region. As the host, you are responsible for finding out which regulations apply to you and staying compliant with them. If you're unsure, we recommend getting advice from a tax professional in your country

A note for hosts in Portugal

If your property is in Portugal, please be aware that invoices must be issued using software that is authorized by the government. Our Guest Invoice Tool is a general solution that allows hosts to create invoices for guests; however, Holidu is not responsible for the legal validity or compliance of the invoices generated through this tool.

Hosts can choose whether or not to use this tool and remain fully responsible for ensuring that their invoices comply with Portuguese legal and tax requirements.

Invoices are available after the guest checks out. Please confirm the rules that apply to you with a local tax advisor.

FAQs

Am I legally required to issue invoices?

Yes. In most countries, you are. Holidu only collects payment — invoicing is your responsibility. Even if your guest doesn't specifically request an invoice, professional hosts with a valid tax registration number are typically required by law to provide one.

Can I include extras like food or e-bikes on the invoice?

Yes. After you create the main invoice for the stay, you can use the Additional Invoice option to add charges for extra services or amenities provided to the guest.

What if I make a mistake on the invoice?

You can cancel the invoice and issue a new one. Once an invoice is issued, it cannot be edited or amended. If you're uncertain about the details, choose Save and Close to keep it as a draft before finalizing it.

When should I issue invoices to my guests?

Invoices should only be issued after the guest has checked out. This ensures that all stay details are finalized and accurate.

Does the invoice amount include Holidu's commission?

Yes. The invoice to your guest should show the full amount they paid, which includes Holidu's commission. Holidu deducts the commission from your payout, but the total invoice amount reflects what the guest paid.

Can I use the Guest Invoice Tool as a private (non-professional) host?

Yes. The Guest Invoice Tool is available to all hosts, including private hosts who are not registered businesses. Using the tool is optional, and you remain responsible for complying with your local invoicing regulations.

What language should the invoice be in?

When creating an invoice, you can choose the language that best suits your guest and local requirements. The invoice will be generated in the language you select during the creation process.

How do I send the invoice to my guest?

Once you've issued the invoice, you can download it as a PDF directly from your Holidu account and send it to your guest via email or your preferred communication method.