Do I supply guests with invoices?
Highlight: Booking.com partners must provide their guests with invoices at check-out if required by local legislation. While the type of invoice also varies depending on local legislation since reservations are legal agreements between partners and guests, partners must issue them when required.
When a guest books a property, the reservation becomes a legal agreement between them and the partner. As a result, Booking.com can’t send invoices to partners or their guests for reservations made through Booking.com. Booking.com can provide receipts for proof of payment. However, due to legal reasons, only accommodation partners can issue invoices for their guests.
Note: In situations where guests pay partners by bank transfers and check-outs occur before payouts are processed, partners can still provide invoices based on proof of payment (i.e. the bank transfer is pending). Based on local legislation, if proof of payment isn’t sufficient for providing guests with invoices, partners should take steps to prepare and inform their guests that invoices will be provided by email once the payment by bank transfer is complete.
As a result, partners must provide guests with invoices at check-out, either on paper or by email (or both) depending on the requirements of local legislation. Also, depending on the applicable regulations, these invoices can likely be tax invoices or customer receipts.
What about guest invoices for reservations on Online Payments or Payments by Booking.com?
Even in situations when Booking.com facilitates your guest’s payment, you still need to provide your guests with an invoice at check-out – either on paper, by email, or both if required by local legislation. This is because the reservation agreement remains between the partner and the guest.
A few important details about invoices:
- Booking.com holds no responsibility for invoicing and won’t send invoices for any room reservation to you or your guest.
- Make sure any invoice you send as a partner to guests is issued in their name (or any other name agreed on with the guest).
- For payouts to you via VCC, the cardholder’s name will always be “Booking.com (Agent).”
What if I’m not VAT registered?
Partners must check whether or not they need to be tax-registered under local law. Where this isn’t required, they may need to issue non-tax invoices (or customer receipts).
Note: The point at which a guest is charged may have tax implications for partners, so it’s important you understand how to handle VAT and local taxes.
What if I can only provide an invoice for the reservation amount minus commission?
No matter how partners receive the reservation funds (from the guest or via Booking.com) the invoice for the guest should always reflect the total reservation amount.
Even in cases where Booking.com deducts its commission before transferring the remaining reservation amount, partners are still required to issue an invoice for the total reservation amount.
What if I can only provide an invoice under the name of Booking.com since I receive the payment from Booking.com?
As set out in the GDTs, Booking.com only facilitates the payment for and on behalf of accommodation partners. Partners are still the suppliers of the room to the guest. Booking.com does not (re)sell the room. As a result, similar situations where the guest pays partners directly, they’ll have to issue a tax invoice or customer receipt where required by law.
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