My guest is requesting an invoice, what do I need to do?

If your guest requests an invoice or receipt for their stay, you as the host are responsible for providing it. Holidu facilitates the payment between you and your guest, but we are not the legal owner or service provider of the accommodation. Therefore, you must issue the invoice to your guest.

Why am I responsible for issuing invoices?

Holidu collects payment on your behalf and deducts our commission before your payout. However, legally, you remain the service provider for the accommodation. This means you are responsible for issuing invoices or receipts to your guests for their stays.

When creating an invoice, remember these important points:

• Invoices must reflect the full amount paid by the guest (before Holidu commission)
• Only issue invoices after the guest has checked in, once payment is confirmed
• Local tax rules may differ, so check with your tax advisor if unsure

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. This is a legal obligation, not optional.

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 ensures compliance with local tax and accounting regulations.

What is the Guest Invoice Tool?

To make invoicing easier, Holidu provides the Guest Invoice Tool directly in your host account. This self-service tool allows you to generate legally compliant invoices for each confirmed booking without hassle.

Key Features

• Self-service invoice creation: Generate, edit, and issue invoices for each confirmed booking
• Legally compliant: The tool 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 about any details, select "Save and Close" to keep it as a draft. Only select "Save and Issue" when you're certain everything is correct. To correct an error, you must cancel the invoice 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 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: Via 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. You can add extra services, update information, or delete the draft if needed.

Step-by-Step Instructions

1. Access Settings (Optional)

A new window will appear showing invoices on the left and settings options. Under settings, you can add standardized information that will be displayed in all generated invoices.

2. Select Booking Details

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

3. Add Guest Information

Enter the guest's billing address and VAT ID (if applicable).

4. Review and Customize

The system will automatically display booking details such as dates, property name, and total amount. You can also add a personalized message under the Legal Footer, which will appear on the invoice.

5. Finalize the Invoice

Choose one of these 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)

6. Download and Send

Once issued, download the invoice as a PDF and send it manually to your guest.

Invoicing for Extras

To invoice for additional services beyond the guest's stay (such as meals, transfers, or e-bikes), first create the Invoice for Stay, and then generate a separate Additional Invoice for the extras.

Important Reminders

• Always issue invoices for the full amount paid by the guest
• Only issue invoices after check-in
• Holidu's commission is deducted before your payout, but the full amount must still appear in the invoice total
• 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 legally required to issue invoices to guests for their stays. Holidu only facilitates payment; invoicing is your responsibility as the service provider.

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

Yes. Use the Additional Invoice option to invoice for any extra services provided to your guest beyond their accommodation stay.

What if I make a mistake when issuing an invoice?

You can cancel the invoice and issue a new one. Once an invoice is issued and marked as final, it cannot be edited. Always review your invoice carefully before selecting "Save and Issue".

When should I issue an invoice to my guest?

Issue invoices only after the guest has checked in and payment has been confirmed. This ensures all booking details are accurate and final.