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Customer Requesting Invoice for Stay

 hi - have had my first booking for next week. Customer is asking for an invoice as obviously claiming through a business. Would I issue or can she contact Booking.com or there is a link on her booking via Booking.com for her to print. Many thanks

65 Replies

7
pibomarco

If you are going to charge the guest directly, then you should also print an invoice or "invoice". :)

1 year ago
1
Missclairebatt

Booking.com handle all payments. Booking.com transfer monies then to me

1 year ago
7
pibomarco

You can let the guest know, that he paid to Booking.com and can use an invoice that he received from BDC. (Although legally you still should create an invoice after the service is made). I would suggest you to create an invoice without bothering the guest too much. You wont get many requests like these. Well at least I don't.

1 year ago
1
Missclairebatt

thank you for taking the time to come back to me. That's quite true takes two minutes to make something up on word. Thank you again

1 year ago
8
Leandri Klopper

Hi there!

If you're going to set up the invoice yourself, just remember that the following details is required:

Company name, Trading name, Company's registration number, Address of the company and the VAT nr of the company.

That's what the guest has to provide you with for you to make the invoice out in such a way that they can claim it back from their company.

Happy invoicing!

1 year ago
4
Angela @Promhills

The invoice needs to be provided by whoever they paid the money to. If you provide an invoice and they have a booking.com invoice as well, they can claim this twice. If they paid to booking.com you should tell them to ask booking.com for an invoice.

1 year ago
3
Jessie & Jay (…

In Canada we collect the money from our guests. Therefore I am assuming we are responsible for issuing the invoice and receipt? Can anyone confirm if in Canada the customer is also able to retrieve an invoice from Booking.com? If the guests can get an invoice from Booking.com and one from us and then they want to claim it twice as a business expense, then that fraudulent activity is theirs and not ours.

1 year ago
5
Veronika Group

If they haven't paid yet, you shouldn't issue an invoice but rather an offer. If they paid then you can issue an invoice to that amount. Either way, you should be the one issuing the invoice, not B.com, as the guest is staying with you.

1 year ago
1
Vladdinus

I have the same struggle as our colleague Missclairebatt.
Claire, have you managed to invoice? Did booking provided the invoice to the customer as expected? Or you had to create the invoice yourself?

11 months ago
7
pibomarco

BC provides booking confirmation. You as a host must create an invoice for the guest.

11 months ago
1
Vladdinus

Ok...Does BC provide an invoice template? Do I have to create the invoice from scrap?

11 months ago
1
Thealika

Question: If BdC takes the payment from the guest, should they not also issue the invoice?
I am not a Registered company I trade with my TAX ID (Fiscal Code in Italy).

My invoice is as good as nothing in terms of a legal document, No stamp, No Hotel Logo, No Legal Trading Name etc. I might as well write it out by hand.

Does not BdC have something specially designed for business traveler?
I saw that option some time ago, I remember it was designed specially for the Invoice purpose, (could be mistaken but let me know, if it works, how it works)

I really want to tell the guest contact BdC for his invoice, but don't know if I'll be technically doing the right thing.

8 months ago
8
Leandri Klopper

Hey Thealika ,

Thanks for your detailed post.

As far as I can determine from all the comments on this thread, if Booking.com collects payment from the guests then the guests must contact Booking.com for the invoice.

Angela said: " If you provide an invoice and they have a booking.com invoice as well, they can claim this twice." and it makes sense.

If you want a Template for an invoice, I suggest searching google for a template (or if someone here has a nice template they are willing to share that would be nice).

Best of luck!

8 months ago
1
Angeluanna

Has anyone sorted this out. Because I have just figured it out and have emailed it to the guest. If you need any help get intouch at angeluanna@gmail.com

6 months ago
8
Leandri Klopper

Hey Angeluanna ,

Oh wow, thanks for the feedback!

So is there an official invoice that you can download somewhere? (Asking for our friends)

Keep well.

6 months ago
1
Angeluanna

Hi Leandri, Click on Reservations
Put in the date you want to look up - click Show
Click on the guests name- on the right hand side click on Print this page
A box opens- click on Print
Another box opens - scroll down to Open PDF in Preview
Click on File and Save to Computer or Desktop and then email it to the guest.
Hope this helps
Angel

6 months ago
3
Jessie & Jay (…

Angeluanna

This is a great method to print an invoice when the customer pays booking.com. I did notice that when I tried it on my extranet that the commission that BDC takes is shown. Minor point but it would be nice if this information was not visible to guests. Perhaps BDC will give us the option to print without the commission field included? (They already ask us if we want to also print the Policies when printing the reservation details.)

6 months ago
1
Angeluanna

If you have Adobe Acrobat you can delete what you want. Install AA to your computer and drag the pdf invoice to it. Then you can edit. Hope this helps

6 months ago
3
Jessie & Jay (…

Hi Angeluanna,

Thank you for your follow up. As I only have Adobe Acrobat Reader (Free version) I cannot edit PDF's with Acrobat. However, I have photo editing software (Photoshop) that will allow me to edit it. Another option would to print it. Cover over the commission with white-out or correction tape and then scan or take a photo of it and then send it to the guest.

6 months ago
9
M Adamopoulou

Hi! Angeluanna thank you for the valuable information but I have some questions. I’ve been trying to find out the right solution from the moment I joined BDC and I really can’t.
1. Booking.com handles my payments and I get paid every next month at the 15th after checkout. So if guest requests an invoice after checkout what do I do. As I understand invoice is issued a few days before my payment transfer.
2. As far as I can see in PDF it’s not an official Invoice I
but only “Reservation details “ that states payment details and policies.
Am I right? I don’t know 🤷‍♂️.
I found this thread and now I’m more confused 🤷‍♀️ .
Since the reservation agreement is created between you and the guest when they book at your property (and the guest is charged on your behalf), you’ll need to provide an invoice for them at check-out. This can be on paper, by email, or both.
Keep in mind that Booking.com won't send you the invoice for the room reservation to you or the guest – that's your responsibility towards the guest.
The point when the guest is charged might have tax implications for you.
Please give your feedback...

6 months ago
7
pibomarco

To make it short and simple..
- open Word and create an invoice sample on your own.



P.S. For each guest that is staying at your property you should issue an invoice.. If not for them you need to do that for your tax officials. At least in my country and many others. Either way, this kind/sample of invoice will be good enough for the guest.

6 months ago
9
M Adamopoulou

Thanks -pibomarco for your feedback and sample of invoice. Very helpful indeed.

For tax officials I have given the invoices Booking.com have issued and have no problem.

Have a nice weekend.

6 months ago
8
Leandri Klopper

Hey everyone,

Angeluanna thanks so much for elaborating! Very helpful indeed.

pibomarco - Thanks so much!

M Adamopoulou - if all else fails, do Both. Download the Booking.com one and issue your own. Attach it and provide both to the guest. All basis covered.

Keep well all!

6 months ago
9
M Adamopoulou

Thank you all for the feedback. Very useful information.

Take care...

6 months ago
6
michael beeston

Thanks guys..very interesting info..nice Pibomarco.............Like you if a guest asks for an invoice we do one up similar to yours..many thanks.

6 months ago
6
michael beeston

We do not use Booking.com for the payment, ( only for the confirmation of the booking) we debit every guests credit card with our own machine and give an invoice when asked......so far no problems.

6 months ago
9
M Adamopoulou

Unfortunately things are a little bit complicated in Greece. Starting from this December we have a new law regulation requesting from all Greek residents when booking to submit their VAT no. together with their ID no. So much frustration nobody wants to give their VAT no.

6 months ago
9
M Adamopoulou

Difficult??? No we are used to it.Tax legislastion is always changing, making us wondering all the times whats right and whats wrong. Its a hard puzzle we are faced with to solve but we will survive after all. Think pink....

6 months ago
6
michael beeston

"M"..you are always positive.it is 4.30am in Surfers Paradise and I am off to work early this morning...too busy before Xmas..............and yes I have had my coffee (haha)

6 months ago
9
M Adamopoulou

Oh my god!!! Sometimes I go to bed around 4.00 and have my coffee early in the afternoon.... My place is closed until end of March so Xmas preparations are only for my family and friends and thank God I have plenty of time.

Have a pleasant day!!!

6 months ago
6
michael beeston

For us in Aussie it is the Summer break(schools close/business close.so a lot of people are on summer holidays and of course Surfers Paradise in Queensland is busy busy).so we make the most of the hospitality/holiday time.......it starts to get quiet in May/June/July, I am sure that is your busy time??.just stopped home for another coffee and off again............have a great day.

6 months ago
1
Flo Buzz

Hi,
in the last two years I had one invoice request.
Called BC and they said that I’m responsible for the receipt issue. Did anyone had same answer from BC? I do not get payed at the property. BC makes all the payment for me.

6 months ago
9
M Adamopoulou

Go michael-beeston go. I understand that this is your high season. Our high season is in August. Nobody works only people in the tourist areas and they are going nuts to try and satisfy people having their summer holidays. Imagine that I have already reservations for August!!! Keep well and dont forget Cheers!!!

Hi Flo-Buzz and welcome to the forum.

Unfortunatelly we owners are responsible for issuing a receipt or an invoice.

Happy posting!!!

6 months ago
1
Clubhousegites

You should issue an invoice for each guest/s at your property (for tax purposes). Simplest way is to buy a triplicate invoices book. One copy for the guest. One copy for your accountant and one copy for your records. Alternatively, print out your own invoices on your computer.

6 months ago
2
Post

It is a simple matter to make an Invoice formula on Excel.

You can use the mal time and time again, simply changing elements such as the invoice number, the guest name, the date, the price of the accommodation , meals, excl MVA , the VAT % and ammount, and the brutto rate incl VAT.

6 months ago
9
M Adamopoulou

Clubhousegites Thanks I like your suggestion very much and it meets Greek tax legislation ver well.
Happy posting....

6 months ago
2
Alasma

Useful informations guys.
We do email our invoices to guests unless they ask for paper copy. You can check online sample for invoices. I would suggest to ask guests for information to put on like their business name,address etc.
You can add your signature too. I learnt a lot of stuff from you tube.
Keep a template and use it whenever required.

6 months ago
2
Enquiries

I refuse to, and my accountant advisory also agrees not to issue any receipts or paid invoices to guests who have prepaid to BDC. They, BDC, received the payment therefore they should issue the receipt / paid invoice. Any guest who pays me directly is welcome to my issuing a receipt to them.

6 months ago
6
michael beeston

Hi "M"....,,...August, yes that would be busy for you/Like us at Xmas and the rest of the Summer holidays..................busy busy busy before Santa comes ..HOHOHO

6 months ago
9
M Adamopoulou

michael-beeston your have stated before "give an invoice when asked". Now you agree that we shouldnt issue an invoice. Please explain now I am more confused. My accountat advisory agrees with Clubhousegites. "Simplest way is to buy a triplicate receipt book. One copy for the guest. One copy for your accountant and one copy for your records. I am really confused. This matter is complicated.

Ho! ho! ho! maybe Santa Claus can enlighten us....

6 months ago
9
M Adamopoulou

Enquiries thank you for the input. Thanks again for the information. Invoices are getting into my nerves.

Ho!ho!ho!

6 months ago
2
Enquiries

A

You now know I have a 20 room older (1960's) motel in regional Victoria, Australia. So may I ask your location and business ?

6 months ago
9
M Adamopoulou

Enquiries my Studio is located in Oropos a country village near the sea 55 kilometers away from Athens, Greece. The Adams Studio in Oropos, is my country home up in the hills with a breathtaking view to the mountains and the sea.
Cheers!!!

6 months ago
6
michael beeston

Good morning "M"..................just to clarify.

We ONLY use Booking for the accommodation booking, we charge the guest through our OWN Credit card machine (called EFPOS in Australia) so we have nothing to do with Booking.com regarding the collecting of money, therefore we do not do any invoices to the guests UNLESS they ask for it and we have a standard Invoice Form on our computer which we generate for them...............it ONLY happens a few times a year so is easy.

We pay Booking on a monthly basis for their commission..NOTHING ELSE.

6 months ago
9
M Adamopoulou

Good afternoon michael-beeston thanks for your definition. Finally I got it. I am trying to sort things out. Account advisors get us confused sometimes. Thanks again for your precious time.

6 months ago