How to use the Guest Invoice Tool

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 cannot issue invoices to guests because we are not the legal owner or service provider of the accommodation. We only provide commission invoices to you (the homeowner or property manager).

Why do I need to issue an invoice?

Holidu facilitates the 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:

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

Am I legally required to issue invoices?

Yes. In most countries, 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.

Please note that, 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:

1. Log into your Holidu account. If you manage multiple properties, select the one associated with the booking.
2. Go to More (top right corner). 

1. 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 section on the left side of the screen. Then select the reservation you want to invoice.
3. Under My Earnings, click Create an invoice for your guests.

How to create an invoice

When creating an invoice, it will first appear as a draft, giving you full flexibility to review and edit details before finalizing. In this stage, you can add extra services, update information, or delete the draft if it’s no longer needed.

A new window will come up showing on the left the invoices and the settings.

Under settings, you can add standardized information if  wished. The information added will be displayed in all generated invoices.

Here you will find the step by step to create the invoice: 

1. Select Booking Details:
   Choose the relevant booking ID and preferred language (English or German).

1. Add Guest Information:
   Enter the guest’s billing address and VAT ID (if applicable).
    
2. 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.
   
    

1. Finalize the Invoice:
   • 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.
      
2. Download and Send:
   The issued invoice can be downloaded as a PDF and sent manually to your guest.

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.

Important reminders

•  Always issue invoices for the full amount paid by the guest.
•  Only issue after check-in.
•  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.

FAQs

Q: Am I legally required to issue invoices?
A: Yes. In most countries, you are. Holidu only collects payment, invoicing is your responsibility.

Q: Can I include extras like food or e-bikes?
A: Yes! Use the “Additional Invoice” option.

Q: What if I make a mistake?
A: You can cancel the invoice and issue a new one. Once issued, it cannot be edited.