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 facilitates payment between the guest and you, but 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?

Invoices serve as proof of the accommodation service provided and the payment received. They create a clear record for both you and your guest and are essential for tax and accounting purposes.

Important points about invoices:

• Invoices must reflect the full amount paid by the guest (including any taxes or fees)
• Only issue invoices from the day the guest checks in onwards. You can prepare a draft at any time before that
• Local tax rules may differ significantly by country and region — please check with your tax advisor if unsure
• Once an invoice is issued, it becomes a legal document and cannot be edited. If you need to correct an error, you must cancel it and issue a new one

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 or tax registration, issuing an invoice at the end of each stay is typically mandatory, regardless of whether the guest specifically requests it. This supports compliance with local tax and accounting regulations.

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.

What is the Guest Invoice Tool?

To make issuing invoices easier, Holidu provides the Guest Invoice Tool, available directly in your host account. The tool helps hosts create legally compliant invoices without needing external accounting software.

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 all details, and issue when ready
• Extra services: Create additional invoices for add-ons like meals, transfers, or equipment rentals
• Multi-language support: Issue invoices in your guest's preferred language
• Multiple business profiles: Manage invoices if you operate under different business entities

Important: Once an invoice is issued (by selecting "Save and Issue"), it cannot be edited or amended. If you are unsure about any details, select "Save and Close" to keep it as a draft. To correct an error on an issued invoice, you must cancel it and issue a new one.

Where to find the Guest Invoice Tool

You can access the Guest Invoice Tool in two ways:

Option 1: Via 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. Select Guest Invoices

Option 2: Via Booking Details

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 and select the specific booking you want to create an invoice for
3. 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, customize your details and display preferences in the Settings section of your dashboard.

Update Your Host and Business Profile

Make sure your contact and legal information is accurate, as this information is used to identify you as the invoice issuer.

• Host Details: Check that your Name, Email, and Company Name (if applicable) 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 message for your legal footer (for example, a thank-you note or a specific legal disclaimer required by your region)

Choose Which Business Issues the Invoice

If you manage properties under more than one business — for example, if you own the property directly and also invoice through a separate business you run, or if a management company handles the property on your behalf — you can control which one is used on each invoice.

This applies to you if:

• You own the property directly and also invoice through a separate business you run, or
• A management company handles the property on your behalf, and either you or that company needs to issue the invoice

How it works: We automatically select the business that applies to that specific booking. If it is not correct, or you would like to invoice as a different business, you can change it before issuing.

Where to manage it: Go to Settings > Invoices. You will see your default profile plus any you have created yourself. You can add, rename, edit, or delete a profile anytime.

If you make manual edits: If you edit the invoice details and they do not match a saved profile, we will ask if you want to save them as a new one — so you will not have to type them again next time.

Invoice numbers: Each profile keeps its own invoice number count and warns you before a duplicate, so your numbers stay clean no matter which business you are invoicing as.

Step-by-step: Create the invoice

Step 1: Select Booking Details

1. Choose the relevant booking ID from your list
2. Select the language you want the invoice to be issued in
3. Choose the issuer — the system picks it automatically based on the booking, but you can switch it to a different business profile if needed

Step 2: Add Guest Information

1. Enter the guest's billing address (street, postal code, city, country)
2. If applicable, enter the guest's VAT ID or tax number

Step 3: Review and Customize

1. The system will display booking details automatically, including check-in and check-out dates, property name, number of nights, and the total amount paid
2. You can add a personalized message or legal text under the Legal Footer field. This message will appear on the final invoice
3. Review all information carefully before proceeding to the next step

Step 4: Save or Issue

• Click "Save and Close" if you want to keep the invoice as a draft (you can edit it later before the guest checks out)
• Click "Save and Issue" when you are ready to finalize the invoice. Once issued, the invoice cannot be edited or changed

How to Automate Your Workflow

The Guest Invoice Tool offers automation features to save you time:

• Draft reminders: If a booking has a draft invoice waiting and the guest has already checked out, Holidu sends you an email reminder to finalize it
• Default settings: Your saved profiles and customization preferences (VAT display, footer details, legal text) are applied automatically to new invoices
• Quick access: Access your most recent invoices directly from the Guest Invoices dashboard

Invoicing for Extras

If you provided additional services or items to your guest — such as meals, airport transfers, bike rentals, or equipment — you can create a separate invoice for these extras.

How to create an additional invoice:

1. Go to the Guest Invoices tool
2. Select the same booking
3. Choose "Create Additional Invoice" or "Add Extra Services" option
4. Enter the description of the extra service (for example, "Airport Transfer" or "Breakfast for 2 nights")
5. Enter the amount charged
6. Follow the same process to review, customize, and issue the invoice

This keeps your main accommodation invoice separate from any additional charges, making it clearer for your guest's records.

Personal Tax ID for German Hosts

For hosts in Germany, the Personal Tax ID (SteuerID/IdNr.) should not be displayed on invoices. Instead, you should use the Tax Number (Steuernummer), which is the correct identifier for business invoicing.

How to configure the Tax Number:

1. Go to Settings within 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 automatically appear on all invoices you create going forward.

Important Reminders

• Invoice the full amount: Always issue invoices for the complete amount paid by the guest, including all taxes and fees
• Timing: Only issue invoices from the day of check-in onwards. Drafts can be prepared earlier
• Holidu's commission: Holidu's commission is deducted before your payout, but the total amount on the invoice must still reflect what the guest paid (the full booking price)
• Cancellations: If a booking is canceled, guests may request a cancellation invoice. You can issue this for the canceled booking
• You are the issuer: Holidu provides the tool to help you create invoices, but you remain the official issuer of all invoices. You are responsible for ensuring they comply with local laws
• No editing after issue: Once you select "Save and Issue," the invoice becomes final and cannot be edited. To correct an error, cancel the invoice and create a new one

Using the Guest Invoice Tool as a Private Host

You do not need to be a registered business to use the Guest Invoice Tool. If you rent out your property as a private host, the tool is available to you too — and it can make creating invoices or receipts for your guests much simpler.

What to keep in mind as a private host

• The tool is optional: There is no obligation to use the Guest Invoice Tool. It is simply there to support you whenever you need or want to provide an invoice to your guests
• Your Tax ID: In Spain, for example, private hosts can use their DNI or NIE as their Tax ID when setting up the tool
• Know your local rules: Invoicing requirements vary significantly by country and region. As the host, you are responsible for finding out which regulations apply to you and staying compliant with them. If you are unsure, we recommend getting advice from a tax professional in your country

A note for hosts in Portugal

If your property is in Portugal, please be aware that specific invoicing rules apply in your region. Invoices must be issued using software that is authorized by the government. The Guest Invoice Tool is a general solution that allows you to create invoices for guests; however, Holidu is not responsible for the legal validity or compliance of the invoices generated through this tool.

You can choose whether or not to use this tool and remain fully responsible for ensuring that your invoices comply with Portuguese legal and tax requirements. We recommend confirming the rules that apply to you with a local tax advisor.

Important: Invoices are available for download after the guest checks out.

Frequently Asked Questions

Q: Am I legally required to issue invoices?

A: Yes. In most countries, you are required to issue invoices or receipts to your guests. Holidu only facilitates payment — invoicing is your responsibility as the accommodation provider. Check with your local tax authority or a tax professional if you are unsure about your specific requirements.

Q: Can I include extras like food, transfers, or equipment rentals on the invoice?

A: Yes. You can create separate additional invoices for extras. Simply select "Create Additional Invoice" in the Guest Invoice Tool, enter the description and amount for the extra service, and issue it. This keeps your accommodation invoice separate from any additional charges.

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

A: Once you issue an invoice by selecting "Save and Issue," it cannot be edited. To correct a mistake, you must cancel the invoice and create a new one. If you are unsure about details