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Hotel bill format — what a hotel or guest house bill must show
A hotel bill is different from a shop bill: the guest stayed for nights, ate, used laundry and maybe paid an advance at booking. A good format shows all of that on one page, so the guest, a company or a travel agent can check it in a minute.
1. The hotel's details
Hotel or guest house name, address, phone and email at the top. If you are registered for sales tax, add your NTN and STRN; a company guest will ask for them.
2. Bill number, dates and the guest
- Bill number — in order, never reused.
- Check-in and check-out dates, and the room number.
- Guest name, or the company or travel agent paying for the stay, with their phone.
3. Room nights, then everything else as its own line
Write the room as "per night" with the number of nights as the quantity. Meals, room service, laundry, airport pick-up and extra beds go on separate lines, so nobody has to guess what a number is for.
| Description | Qty | Rate | Amount |
|---|---|---|---|
| Deluxe room 204 — per night | 3 | 8,500 | 25,500 |
| Breakfast | 6 | 900 | 5,400 |
| Laundry | 1 | 600 | 600 |
| Airport pick-up | 1 | 2,500 | 2,500 |
Subtotal Rs 34,000. If a tax applies to you, show its rate and amount on their own lines; hotel taxes differ by province and by the kind of charge, so use the rate your adviser gives you.
4. Advance, payments and the balance
Most hotels take an advance at booking. Show it under the total: Total, Advance received (with its date), Balance due at check-out. If the guest paid in two parts, list both. The guest should see at a glance what is still to pay.
5. Terms and thanks
Check-out time, what the rate includes, and a line of thanks. Keep it to two or three lines.
Company and travel-agent guests
A company usually needs a proper invoice in its registered name, with its NTN, rather than a slip in the guest's name. Travel agents often want the room and meals priced separately because they pass different parts on to their customer. The same format works; only the "bill to" changes.
Make one now
Fill a hotel bill online with the free hotel bill generator, or download the invoice format in Word, Excel or PDF. In the InvoiceMate app each stay is a bill with its advance and balance, sent to the guest on WhatsApp.
Questions
How do I bill room nights?
Write the room with "per night" as the description and the number of nights as the quantity. The amount is nights × rate per night.
Where does the advance go on a hotel bill?
Under the total: total, advance received (with its date), balance due. A later part payment reduces the balance.
Does a hotel bill need tax?
Only if your hotel is registered for it. Show the rate and the amount on separate lines, and use the rate your adviser gives you; it differs by province and by charge.
Can I make a hotel bill in Urdu?
Yes. The hotel bill generator and the formats come in Urdu and English.
Is there a hotel bill app?
The free InvoiceMate app makes each stay a bill with its advance and balance, prints it, and sends it to the guest on WhatsApp.