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 to Remember

• 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
• Holidu's commission is deducted before payout, but must still appear in the total amount on the invoice

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 supports compliance with local tax and accounting regulations.

Understanding Your Local Requirements

Special Considerations for Spain (Canary Islands)

If your property is located in the Canary Islands, please note that 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.

Important Note for 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 invoices directly through their Holidu account with ease and efficiency.

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
• Automatic numbering: Optional automated invoice numbering to save you time

Important: Once an invoice is issued, it cannot be edited or amended. If you're unsure about any details, 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 the Guest Invoice Tool:

Option 1: Through Financial Settings

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 Your Booking

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 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 & 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). This information will appear on the invoice.

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 you add in the Legal Footer will be displayed on the invoice.

Step 4: Finalize the Invoice

You have three options to complete your invoice:

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

Step 5: Download and Send

Once the invoice is issued, it can be downloaded as a PDF and sent manually to your guest via email or your preferred communication method.

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

This feature is especially useful if you manage multiple properties or issue invoices regularly, as it ensures consistent numbering across all your invoices without manual intervention.

Invoicing for Extras

To invoice for additional services beyond the guest's stay (such as meals, transportation, equipment rental, or other add-ons), first create the Invoice for Stay, and then generate a separate Additional Invoice for extras.

How to Create an Additional Invoice

1. Complete the standard invoice for the guest's stay first
2. Go back to the Guest Invoice section for the same booking
3. Select the option to create an Additional Invoice
4. Enter the details of the extra services (e.g., breakfast for 2 days, equipment rental)
5. Include the amount charged for each service
6. Review and issue the additional invoice

Personal Tax ID for German Hosts

For hosts in Germany, please note that the Personal Tax ID (SteuerID/IdNr.) should not be displayed on invoices. The correct number to use instead is the Tax Number (Steuernummer).

How to Configure Your Tax Number

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 your valid Tax Number (Steuernummer)
5. Save the settings

Once saved, this number will appear by default on the Invoice Form for all future invoices you create.

Important Reminders

• Always issue invoices for the full amount paid by the guest
• Only issue invoices after check-out
• Holidu's commission is deducted before your payout, but the total amount including the commission must appear on the invoice
• If a booking is canceled, guests may request a cancellation invoice
• Holidu provides the tool, but you remain the official issuer of all invoices
• Keep copies of all issued invoices for your records and tax compliance
• Review local tax requirements regularly, as regulations may change

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. Consult your local tax advisor if you are unsure about your specific obligations.

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

A: Yes. Use the "Additional Invoice" option to invoice for extra services beyond the main stay. Create the stay invoice first, then add a separate invoice for any add-ons.

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

A: Once an invoice is issued, it cannot be edited. You can cancel the incorrect invoice and issue a new one with the correct information. Keep records of both for your accounting purposes.

Q: When can I issue an invoice?

A: Invoices are available after the guest checks out. This ensures all booking details are finalized and there are no changes to the reservation.

Q: Can I issue an invoice before the guest checks out?

A: It is recommended to issue invoices only after check-out to avoid any discrepancies. If you need to issue one earlier, save it as a draft and finalize it after the guest has left.

Q: What language options are available for invoices?

A: You can choose between English and German when creating invoices. Select your preferred language during the invoice creation process.

Q: Do I need to use Holidu's invoice tool?

A: No, you can use your own invoicing software if you prefer. However, Holidu's Guest Invoice Tool is designed to make the process simple and compliant with local tax regulations. Your responsibility is to ensure any invoices you issue comply with local legal requirements.

Q: Is Holidu responsible for the legal validity of invoices created with this tool?

A: Holidu provides the tool as a convenient solution, but you as the host remain responsible for ensuring your invoices comply with local tax and legal requirements. It is advisable to consult with a tax professional in your country to verify compliance.

Q: Can I customize the invoice template?

A: Yes, you can customize several elements including your business details, VAT information, footer text, and what information is displayed. However, the basic template structure is fixed to ensure legal compliance.

Q: What happens if a guest requests an invoice after a long time?

A: You can issue an invoice for any past booking using the Guest Invoice Tool. Simply select the booking from your history and create the invoice following the same process.