Bed & Breakfast Invoice Template
A bed & breakfast invoice template is a stay ledger: room nights, weekend rates, breakfast add-ons, cleaning fees, and deposits each on their own line, so the guest knows what the stay costs before checkout and what was already paid.
Prefer a different format? Get the Excel bed & breakfast invoice template, Google Sheets bed & breakfast invoice template, or Word bed & breakfast invoice template — every format stays free.
Invoice
Billed to
Payment terms
| Bed & breakfast stay | Qty | Rate | Amount |
|---|
Notes
Payment
Bed & breakfast booking and guest management
This template is free and stays free — keep using it for as long as it does the job. It stops doing the job once online reservations, channel management, and guest records need a real management system.
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How to write a bed & breakfast invoice
Add your stay lines
Pick room night, weekend rate, breakfast, or type your own. Set quantity to nights or guests.
Set deposit and terms
Enter your rates, add fees, and set payment terms. Most B&Bs collect a deposit at booking and balance at checkout.
Print or save as PDF
Hit Print and choose Save as PDF. Give the guest a copy at checkout — everything stays on your device.
Typical bed & breakfast prices to sanity-check your invoice
Rates vary by region, bed & breakfast size, and scope. These ranges reflect common US bed & breakfast pricing and are here as a gut check, not a rate card.
| Service | Common pricing method | Typical range |
|---|---|---|
| Room night | Per night | $95 – $250 |
| Weekend rate | Per night, Fri–Sun | $110 – $300 |
| Breakfast add-on | Per person per day | $10 – $25 |
| Cleaning fee | Per stay | $25 – $75 |
| Pet fee | Per stay | $25 – $75 |
| Deposit | First night, non-refundable | $95 – $250 |
Ranges are general market observations, not a recommendation for what to charge.
Bed & breakfast invoice essentials: deposits, occupancy tax, and add-ons
A smooth B&B checkout starts with a clear stay invoice. This template itemizes room nights, weekend rates, breakfast, cleaning, and pet fees, so guests can see what they booked, what was already paid, and what is due at checkout.
On pricing, room nights typically run $95–$250 depending on the room and season, with weekend rates, breakfast ($10–$25 per person per day), cleaning ($25–$75 per stay), and pet fees as itemized add-ons. Package deals can be a single line with the components noted in the description.
Collect a first-night deposit (or 50%) at booking to protect against no-shows, and collect the balance at checkout. Most localities require lodging tax on room nights — apply the combined rate with the Tax field and include it on every invoice.
Bed & Breakfast invoice questions
What should a bed & breakfast invoice include?
Your inn name, the guest name and stay dates, a unique invoice number, itemized room nights, rates, breakfast, fees, deposits paid, the total due, and payment terms.
How do B&Bs bill for stays?
Most collect the first night (or 50%) as a deposit at booking and the balance at checkout. Weekend rates, breakfast add-ons, cleaning, pet, and late-checkout fees are itemized on the final invoice.
Should I charge a cleaning fee?
Many B&Bs include cleaning in the nightly rate; others charge a flat $25–$75 cleaning fee for longer stays or cottages with kitchens. If you charge one, list it separately so there is no surprise at checkout.
Do I need to charge occupancy or sales tax?
Yes — most states and localities charge lodging or occupancy tax on room nights in addition to sales tax on any taxable add-ons. Use the Tax field for the combined rate and confirm local rules.
How do I handle deposits and cancellations?
State the cancellation policy in the Notes field. Deposits are typically non-refundable beyond a stated window, and the invoice should show the deposit as paid so the balance is transparent.
Is this bed & breakfast invoice template really free?
Yes. No account, no signup, no export limit. Everything runs in your browser and the details you type are never transmitted anywhere — you can even use it offline.
Bed & Breakfast invoice formats & related guides
More industry templates are added as they ship.