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), not to your guests.

Why Do I Need to Issue an Invoice?

Holidu facilitates payment between you and your guest, but legally you remain the service provider for the accommodation. This means you are responsible for issuing invoices or receipts to your guests for their stay.

When a guest books through Holidu, the payment flows through our platform. We deduct our commission before your payout, but the guest has paid for a service you provided — and they have the right to receive proper documentation of that transaction.

Important Points About Invoices

• Invoices must reflect the full amount paid by the guest, including any taxes or fees
• Only issue invoices after the guest has checked out
• Local tax rules may differ significantly by country and region — always check with your tax advisor if unsure
• If a booking is canceled, guests may request a cancellation invoice

Am I Legally Required to Issue Invoices?

Yes. In most countries and regions, hosts are legally required to provide guests with an invoice or receipt for their stay. Holidu only facilitates the 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.

Special Note for Properties Located in the 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 instead. Consult with a local tax advisor to ensure your invoices comply with these specific requirements.

What Is the Guest Invoice Tool?

To make issuing invoices easier and more professional, Holidu provides the Guest Invoice Tool, available directly in your host account. The tool is designed to help hosts create legally compliant invoices for each confirmed booking without needing external accounting software.

Key Features

• Self-service invoice creation: Generate, edit, and issue invoices for each confirmed booking in minutes
• Legally compliant: Supports compliance with local and EU tax rules, including VAT, IGIC, and other regional requirements
• Flexible workflow: Start with a draft, review all details, and issue when you're confident everything is correct
• Extra services: Create additional invoices for add-ons like meals, airport transfers, e-bikes, or other services
• Automatic numbering: Optionally enable automatic invoice number assignment for consistent record-keeping

Important: Invoices Cannot Be Edited After Issuing

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 convenient ways to access the Guest Invoice Tool:

Option 1: Through the 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. Then select "Guest Invoices"

Option 2: Through the 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. Select the specific 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 should configure your details and display preferences in the Settings section of the Guest Invoice Tool. This is a one-time setup that will be applied to all your invoices.

Update Your Host and Business Profile

Make sure your contact and legal information is accurate, as this information will be used to identify you on every invoice you issue.

• Host Details: Verify that your Name, Email, and Company Name (if applicable) are correct and professional
• Address: Confirm this is your legal business or primary residence address. Click "Edit" to update your street name, postal code, and city if needed

Customize Invoice Display Settings

You have complete control over exactly what information your guests see on their invoices. In the "Invoice Settings" section, you can toggle the following options:

• Show VAT: Toggle this on if you are a registered business and need to display VAT on your invoices
• Footer Details: Choose whether 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 custom text for your legal footer, such as a thank-you message or a specific legal disclaimer required by your region

Step-by-Step Guide: Create Your First Invoice

Step 1: Select Booking Details

Begin by choosing the relevant booking you want to create an invoice for. You'll also select your preferred invoice language (English or German).

Step 2: Add Guest Information

Enter the guest's complete billing address. If the guest has a VAT ID (which is common for business travelers), you can add that as well. This information will appear on the invoice.

Step 3: Review and Customize Invoice Details

The system will automatically populate booking details such as:

• Check-in and check-out dates
• Property name and location
• Total amount charged
• Any applicable taxes

You can also add a personalized message under the "Legal Footer" section. This message will appear at the bottom of the invoice PDF.

Step 4: Finalize Your Invoice

You now have three options:

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

Step 5: Download and Send to Your Guest

Once issued, the invoice can be downloaded as a PDF file. You can then send it to your guest via email or your preferred communication method.

How to Automate Your Workflow

To save time on manual record-keeping, the Guest Invoice Tool offers automatic invoice number generation. Under "Automatic Invoice Number Settings," you can:

• Enable Automatic Generation: Toggle this on to have the system automatically assign a unique, sequential number to every new invoice you create

This feature ensures consistency across all your invoices and eliminates the need to manually track invoice numbers.

Invoicing for Extras

If a guest purchases additional services beyond their stay — such as meals, airport transfers, e-bikes, parking, or cleaning services — you can create a separate invoice for these extras.

Process:

1. First, create the "Invoice for Stay" for the accommodation
2. Then generate a separate "Additional Invoice" for the extra services and their charges
3. Send both invoices to your guest

This approach keeps your invoicing clear and organized, making it easy for guests to understand what they're being charged for.

Personal Tax ID for German Hosts

If you are a host in Germany, it's important to understand the difference between your Personal Tax ID and your Tax Number, as they serve different purposes on invoices.

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

How to Configure Your Tax Number

1. Go to "Settings" under "Invoices" in the Guest Invoice 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 Tax Number will appear by default on every invoice form you create, ensuring compliance with German invoicing requirements.

Using the Guest Invoice Tool as a Private Host

You don't 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 as well — and it can make creating invoices or receipts for your guests much simpler and more professional.

What to Keep in Mind as a Private Host

• The tool is optional: There is no obligation to use the Guest Invoice Tool. It's simply available 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're unsure, we recommend getting advice from a tax professional in your country

A Note for Hosts in Portugal

If your property is located in Portugal, please be aware that specific invoicing rules apply in your region. The Guest Invoice Tool is available to support you, but complying with local invoicing requirements remains your responsibility.

Portuguese hosts should note that invoices must be issued using software authorized by the government. The Holidu Guest Invoice 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. 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 your specific situation with a local tax advisor.

Important: Invoices are only available after the guest has checked out.

Important Reminders

• Always issue invoices for the full amount paid by the guest, including all taxes, fees, and any Holidu commission that was collected
• Only issue invoices after the guest has checked out — this is a legal requirement in most jurisdictions
• Holidu's commission is deducted before your payout, but the full amount must still appear in the invoice total as the original amount charged to the guest
• If a booking is canceled, guests may request a cancellation invoice — you can issue this through the tool as well
• Holidu provides the tool to make your life easier, but you remain the official issuer of all invoices. You are responsible for their accuracy and compliance
• Keep copies of all issued invoices for your records and tax purposes

Frequently Asked Questions

Q: Am I legally required to issue invoices to my guests?

A: Yes. In most countries and regions, you are legally required to issue invoices or receipts for accommodation services. Holidu only collects and facilitates payment — invoicing is your responsibility as the service provider.

Q: Can I invoice guests for extra services like food, transfers, or e-bikes?

A: Yes. Use the "Additional Invoice" option in the Guest Invoice Tool to create separate invoices for any extras beyond the accommodation stay.

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

A: You can cancel the incorrect invoice and issue a new one. Once an invoice has been issued (not just saved as a draft), it cannot be edited or amended. This is standard practice to maintain invoice integrity.

Q: When can I issue an invoice?

A: You should only issue invoices after the guest has checked out. Invoices are available in the tool after checkout has been completed.

Q: Do I need to be a registered business to use the Guest Invoice Tool?

A: No. The tool is available to both professional hosts and private hosts. However, you should confirm the invoicing requirements for your specific situation with a local tax advisor, as these vary by country and region.

Q: What information will appear on the invoice?

A: The invoice will include your host details, the guest's billing address, the property name, check-in and check-out