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 provider of the accommodation. We only provide commission invoices to you (the host or property manager).

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, so please check with your tax advisor if unsure
• For professional hosts with a valid VAT number, issuing an invoice at the end of each stay is mandatory, regardless of whether the guest specifically requests it

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.

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.

Note for hosts in Portugal: Invoices must be issued using software that is authorized by the government. Our 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.

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 the 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. Then select Guest Invoices

Option 2: Through the Booking Tab

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. Then 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 & 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 (e.g., a thank-you note or a specific legal disclaimer required by your region)

Step by Step: Create the Invoice

Step 1: Select Booking Details

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

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. 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
• Invoices are available after the guest checks out

Frequently Asked Questions

Q: Am I legally required to issue invoices?

A: Yes. In most countries, you are. Holidu only collects payment — invoicing is your responsibility as the accommodation provider.

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

A: No. Create the main invoice for the stay first, then use the "Additional Invoice" option for extras.

Q: What if I make a mistake on an invoice?

A: You can cancel the invoice and issue a new one. Once issued, it cannot be edited. Always review carefully before selecting "Save and Issue".

Q: When should I issue invoices?

A: Only after the guest has checked out. Invoices are available in your account after checkout has been completed.

Q: Can guests generate their own invoices?

A: No. As the host, you are responsible for generating and issuing invoices to your guests.

Q: Does Holidu issue invoices directly to guests?

A: No. Holidu only provides commission invoices to hosts. You must issue invoices to your guests using the Guest Invoice Tool.

Q: How do I send the invoice to my guest?

A: Download the issued invoice as a PDF from your account and send it to your guest via email or your preferred communication method.