If your guest is requesting an invoice, you are responsible for providing it. Holidu facilitates payments between you and your guests, but as the legal service provider of the accommodation, issuing invoices remains your responsibility.

Why you need to issue an invoice

Holidu is not the legal owner or service provider of the accommodation, which means we cannot issue invoices directly to guests. We only provide commission invoices to you as the host or property manager. Since you are the official provider of the accommodation service, guests must receive their invoice from you.

When creating an invoice, remember that it must reflect the full amount paid by the guest before any Holidu commission deductions.

Am I legally required to issue invoices?

Yes. In most countries, you are legally required to provide guests with an invoice or receipt for their stay. For professional hosts operating with a valid VAT number, issuing invoices at the end of each stay is mandatory, regardless of whether the guest requests one. This ensures compliance with local tax and accounting regulations.

If you are unsure about your local requirements, consult with your tax advisor.

What is the Guest Invoice Tool?

Holidu provides a Guest Invoice Tool within your host account to simplify invoice creation. This tool allows you to generate legally compliant invoices directly from your account with ease.

Key features of the Guest Invoice Tool

• Self-service invoice creation for each confirmed booking
• Compliance with local and EU tax rules
• Flexible workflow with draft and finalization options
• Ability to create additional invoices for extras such as meals, transfers, or e-bikes

Please note that once an invoice is issued, it cannot be edited or amended. If you are unsure about any details, select "Save and Close" to keep it as a draft. Once you select "Save and Issue," the invoice 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 the Guest Invoice Tool:

Option 1: Through the More menu

1. Log into your Holidu account. If you manage multiple properties, select the one associated with the booking.
2. Go to More in the top right corner.
3. Select Guest Invoices.

Option 2: Through the Booking section

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.
3. Select the reservation you want to invoice.
4. 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.

Step-by-step guide

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 add a personalized message under the Legal Footer, which will appear 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.

Invoicing for extras

To invoice for additional services beyond the guest's stay, first create the invoice for the stay, then generate a separate additional invoice for extras. This keeps the records clear and organized.

Personal Tax ID for German hosts

For hosts in Germany, the Personal Tax ID (SteuerID/IdNr.) should not be displayed on invoices. Instead, use the Tax Number (Steuernummer).

How to configure your Tax Number

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

Once saved, this number will appear by default on all your invoices.

Important reminders

• Always issue invoices for the full amount paid by the guest, before Holidu commission deductions.
• Only issue invoices after the guest has checked in, once payment is confirmed.
• Local tax rules may differ. Check with your tax advisor if unsure.
• 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 facilitates payment, while invoicing remains your responsibility as the accommodation provider.

Can I include extras like food or e-bikes?

Yes. Use the Additional Invoice option to invoice for any services or items provided beyond the standard accommodation.

What if I make a mistake on an invoice?

You can cancel the issued invoice and create a new one. Once an invoice is issued, it cannot be edited. If you are unsure about details, save it as a draft first and review before finalizing.