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 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 are therefore responsible for issuing invoices or receipts to your guests.

Important points about invoices:

• Invoices must reflect the full amount paid by the guest
• Only issue invoices from the day the guest checks in. You can prepare drafts at any time before that
• Local tax rules may differ — please check with your tax advisor if unsure
• Invoices are available after the guest checks out

Am I legally required to issue invoices?

Yes. 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.

Special considerations for hosts in 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.

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 legally compliant invoices directly through their Holidu account without needing external 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 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 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 in your Holidu account:

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. Select Guest Invoices

Option 2: Through 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
3. 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 make sure 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 and 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)

Choose Which Business Issues the Invoice

If you manage properties under more than one business, you can now 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

Which business is used depends on the booking — Holidu automatically selects the one that applies to that specific booking. If it's not correct, or you'd like to invoice as a different business, you can change it before issuing.

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

Made changes by hand? If you edit the invoice details and they don't match a saved profile, Holidu will ask if you want to save them as a new one — so you won't have to type them again next time.

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

Step by step: How to create an invoice

Step 1: Select Booking Details

Choose the relevant booking ID and preferred language. Choose the issuer — Holidu picks it automatically, but you can switch it here if needed.

Step 2: Add Guest Information

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

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 added in the Legal Footer will show on the invoice.

Step 4: Save or Issue

You have two options:

• Save and Close: Keep the invoice as a draft. You can return to it later before issuing
• Save and Issue: Finalize the invoice. Once issued, it cannot be edited or amended

How to Automate Your Workflow

The Guest Invoice Tool allows you to streamline your invoicing process by setting up default preferences. Once you've configured your invoice settings (business details, VAT information, footer text), these will automatically populate on all future invoices.

This means you won't need to re-enter your information for each booking — just verify the guest details and booking amounts, then issue. You can save drafts and issue them in bulk, or issue them individually as each guest checks in.

Invoicing for Extras

If you provided additional services beyond the standard accommodation (such as meals, airport transfers, e-bikes, or other amenities), you can create separate invoices for these extras.

How to add extras:

1. After creating the main invoice for the booking, return to the booking details
2. Look for the option to Create an Additional Invoice
3. Select the type of extra service provided
4. Enter the amount and description
5. Review and issue the additional invoice

This keeps your main accommodation invoice separate from any extra charges, which is clearer for both you and your guest.

Personal Tax ID for German Hosts

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

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

Once saved, this number will appear by default on the Invoice Form.

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 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's 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 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 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 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 you with a local tax advisor.

Important reminders

• Always issue invoices for the full amount paid by the guest
• Only issue from the day of check-in. Drafts can be prepared earlier, and if a draft is still waiting once the guest has checked out, Holidu will send you a reminder by email
• Holidu's commission is deducted before payout, but must still appear in the total amount 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

Frequently Asked Questions

Q: Am I legally required to issue invoices?

A: Yes. In most countries, you are required to issue invoices to guests. Holidu only collects payment — invoicing remains your responsibility as the service provider.

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

A: Yes. Use the "Additional Invoice" option to create separate invoices for any extra services provided beyond the standard accommodation.

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

A: You can cancel the invoice and issue a new one. Once an invoice is issued (not saved as a draft), it cannot be edited. This is standard practice for legal compliance in most jurisdictions.

Q: When can I issue an invoice?

A: You can prepare invoices as drafts at any time, but they should only be issued from the day the guest checks in. Invoices are available to issue after the guest has checked out.

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

A: No. The tool is available to both professional and private hosts. As a private host, you can use your personal identification number (such as DNI or NIE in Spain) as your Tax ID.

Q: Which business information will appear on the invoice if I manage multiple properties?

A: Holidu automatically selects the business that applies to each booking. You can view and change this selection before issuing the invoice in the invoice creation form.