Understanding Airbnb invoice template: Complete guide

If you’re managing multiple Airbnb listings, you’ve probably already realized that Airbnb’s built-in receipts and invoices function don’t always meet your professional business needs.

While Airbnb automatically provides a basic receipt after every booking, these documents often lack the depth and structure required for tax reporting, expense tracking, or corporate reimbursement. For property managers and hosts running short-term rentals as a business, this can quickly become a major administrative challenge.

A standard Airbnb receipt is designed primarily for guests, not hosts. It confirms payment but rarely includes essential business information such as your legal entity name, tax ID number, VAT details, or a full breakdown of charges. Without those elements, it’s difficult to stay compliant, manage your books efficiently, or issue proper documentation to business travelers who require an official Airbnb VAT invoice for their own company records.

That’s where custom Airbnb business invoices come in. By creating your own Airbnb invoice template or using a vacation rental invoice template, you can generate branded, tax-compliant documents that simplify bookkeeping and enhance professionalism.

In this comprehensive guide, we’ll explain how Airbnb’s invoicing system works, the difference between an Airbnb receipt and a full invoice, and why it’s often necessary to create your own to work in combination with optimized guest communication and a smart pricing structure. We’ll also share a free, downloadable Airbnb invoice template you can easily customize for your business — helping you save time, stay compliant, and maintain credibility with every guest.

Table of Contents (Click to hide)

1. Airbnb invoice basics

What is an Airbnb invoice?

An Airbnb invoice is a formal document that provides a summary of a reservation’s financial details, including nightly rates, fees, taxes, and guest or host charges. It acts as proof of the transaction for both parties, serving an essential role in accounting, reporting, and tax compliance.

However, it’s important to understand the difference between an Airbnb invoice and an Airbnb receipt.

• A receipt confirms payment. It shows that funds were successfully transferred after a booking.
• An invoice itemizes charges before or after payment, outlining the nature of the stay and associated taxes in a legally recognized format.

While Airbnb automatically generates receipts for each completed stay, these receipts are often too limited for property managers or business travelers who require detailed, VAT-compliant documentation.

Does Airbnb provide invoices?

Yes, Airbnb does issue invoices automatically, but these are relatively simple and primarily intended for guest records. A standard Airbnb invoice includes:

• Guest and host names
• Booking ID and dates
• Total amount paid
• Airbnb service fee

However, these documents fall short for professional use, as they typically:

• Do not include a host’s business name or tax ID
• Do not show a full tax breakdown or VAT percentage
• Exclude extra service charges or post-stay adjustments
• May lack legally required information for reimbursement or accounting

For example: A company booking accommodation for its employees may need a detailed Airbnb business invoice with VAT clearly displayed for expense reporting, which is something Airbnb’s built-in version doesn’t currently provide.

Why hosts create their own Airbnb invoice templates

A well-designed template allows you to present clear, itemized breakdowns that include tax details, business registration numbers, and VAT rates. You can format them to add branding or contact information for a professional appearance that is consistent across all your listings.

It can transform your financial workflow, especially if you manage numerous properties or handle repeat corporate guests.

2. How to access Airbnb’s built-in invoices

Here’s how to find and download your Airbnb invoice or receipt:

On desktop:

• Log in to your Airbnb account.
• Go to Trips → select the reservation you need.
• Click Show Details → Get Receipt.

On mobile app:

• Open Trips.
• Select the relevant booking.

Troubleshooting tips:

If your invoice is not showing, wait until after the checkout date. Invoices are only generated once the stay is completed. 

If your invoice contains incorrect details, update your personal or business information under Account → Legal name and address before downloading.

If a guest requests a copy, you can easily forward the PDF to them from your account dashboard.

Section 2: Understanding Airbnb taxes and fees

Taxes and fees underwrite every Airbnb transaction, so understanding how they appear on your Airbnb invoice is critical for proper financial reporting.

The main components of an Airbnb invoice

• Nightly rate: The base cost per night, as set by the host.
• Cleaning fee: Optional charge added to cover post-stay cleaning.
• Airbnb service fee: A percentage charged by Airbnb to both hosts and guests.
• Additional guest fees: For extra occupants beyond a standard rate.
• Security deposits or damage protection: Either held or insured separately and often excluded from invoices.

Understanding this breakdown helps you design a template that mirrors Airbnb’s categories while adding detail for accounting and compliance.

Airbnb tax types explained

Airbnb applies or collects different types of taxes depending on location:

• Occupancy or lodging tax: Charged by local or state authorities on short-term stays.
• Tourism or city tax: Common in European and Asian destinations; often per person, per night.
• VAT (value-added tax) or GST (goods and services tax): Required in many regions including the UK, EU, Australia, and Canada.

In many areas, Airbnb automatically collects and remits these taxes on behalf of hosts. You can view what’s been remitted under Earnings → Transaction history → Tax remittance. However, this automation doesn’t mean you shouldn’t keep your own records too.

It’s important that when you issue a custom Airbnb VAT invoice, you ensure that tax calculations match the figures Airbnb reports, especially if you’re registered for VAT or GST.

Regional tax responsibilities

• United States: Airbnb collects local occupancy taxes in many cities, but hosts must still report income and sales tax as required by their state.
• United Kingdom: VAT registration is mandatory once annual turnover exceeds £90,000.
• European Union: Hosts can use the One Stop Shop (OSS) scheme to manage VAT across multiple member states.
• Australia: Hosts earning over AUD 75,000 annually must register for GST.
• Canada: The GST/HST threshold is CAD 30,000. Above this, hosts must charge and remit.

The VAT invoice problem

Here’s a common pain point: Airbnb’s default invoice only includes VAT on its service fee, not on the total amount of the stay.

That means your guest’s Airbnb receipt may not show the VAT they expect to reclaim for corporate expenses. To solve this, you’ll need to issue your own Airbnb VAT invoice with the following details:

• Full booking amount
• VAT rate and registration number
• Total tax charged

This makes it possible for corporate clients to claim back their VAT, which can be essential for maintaining good relationships with business travelers and encouraging repeat bookings.

How to register for VAT as a host

1. Check if your annual turnover exceeds your local VAT threshold.
2. Register via your country’s tax authority (HMRC, IRS, ATO, CRA, etc.).
3. Once approved, update your Airbnb profile to include your VAT ID.
4. Use your custom Airbnb invoice template to display VAT correctly.

By taking control of your tax documentation, you position your vacation rental business as compliant, transparent, and professional, all of which builds long-term guest trust and operational efficiency.

3. Why create custom Airbnb invoices?

Simply put, a custom Airbnb invoice is an opportunity to strengthen your brand, simplify bookkeeping, and demonstrate accountability.

Benefits for hosts

• Professional image: A branded invoice implies credibility. Include your logo, website, and business name, and maintain consistency.
• Better record-keeping: Standardized invoices make checking your financial history and filing your taxes much smoother and faster.
• Accurate tax handling: Include VAT, GST, or occupancy taxes with proper rates and registration details to ensure full tax compliance.
• Dispute protection: Detailed invoices give you clear information, reducing ambiguity during charge disputes or cancellations.
• Add-on services: Having a ready-to-go invoice template makes it easier for you to bill separately for extras like pet fees, parking, or extended stays.
• Using a consistent invoice template also saves quite a lot of time. One professional document can be quickly customized for multiple properties or listings, avoiding the need to draft each time from scratch.

Benefits for guests

• Easy reimbursement: Guests can submit an Airbnb VAT invoice for their expense claims.
• Transparency: Detailed breakdowns clarify what each charge covers, making it easier for both you and your guests to review at a later date.
• Compliance: Many companies require VAT-compliant invoices for all travel bookings.
• Trust: Professional invoicing reassures guests that they’re dealing with an organized business.

Legal and compliance considerations

Depending on your country, hosts may be legally required to issue proper invoices for taxable bookings, and most jurisdictions require records to be kept for 5–10 years. Many regions accept digitally signed PDFs as valid invoices, but accuracy is essential. Incorrect tax or ID details can lead to avoidable fines. 

Whether you manage one property or many, issuing clear, compliant invoices is now a professional necessity.

4. What to include in your custom Airbnb invoice

Essential elements of an Airbnb business invoice

So you’ve started putting your invoice together, and need to know what to include. The goal is to create something that provides both clarity and professionalism. Whether you’re using a ready-made template or making one manually, here’s a checklist of essentials:

Invoice header

• This might sound obvious, but clearly label the document as “INVOICE.”
• Include a unique invoice number — use a sequential numbering system that makes it easy to you to track payments later (e.g. INV-2025-001).
• Add the issue date and due date (if applicable).

Property manager’s information

The top section of your invoice template should reflect your business identity. In addition to including the following key information, you can take the opportunity to format it in a way that reinforces your brand. Think about fonts, colours, and logos, and ensure that it reads clearly.

• Full legal name or registered business name
• Business registration or company number
• VAT/GST ID number 
• Business address, email, and phone number
• Website or logo

Guest information

Accurate guest details make it easier for business travelers to claim expenses. Aligning this section with their company expense system can mean the difference between a reimbursable invoice and one that gets rejected, and this is critical for repeat bookings.

• Guest’s full name (as used on Airbnb booking)
• Company name (if a corporate booking)
• Billing address
• Purchase order or booking reference number

Property details

• Include the specific property name or Airbnb listing title
• Full address
• Airbnb listing ID and property registration number (if required locally)

Booking information

A well-structured Airbnb business invoice should also recap booking details, such as:

• Check-in and check-out dates
• Number of nights and guests
• Booking confirmation number
• Rate per night × number of nights
• Cleaning fee and any optional services

This breakdown not only reinforces transparency but also protects hosts in the event of charge disputes.

Itemized charges

List each component of the stay. Each line item should include a short description and amount, so both parties understand exactly what was billed:

• Nightly rate × number of nights
• Cleaning fees, extra guest fees, or pet fees
• Optional add-ons (e.g. breakfast)
• Subtotal before taxes

Taxes

Airbnb automatically collects and remits occupancy or tourism taxes in many regions, but these often don’t appear on your Airbnb receipt or host dashboard. Therefore, your invoice should display:

• VAT or GST rate (e.g. 20%) and amount
• Occupancy or tourism tax
• Local tax registration numbers (if applicable)

Payment details

End your invoice with clear payment information:

• Total amount due
• Payment method (credit card, bank transfer etc.)
• Payment status (Paid, Pending, Partial)
• Payment date and transaction reference
• Currency and exchange rate if applicable (for international bookings)

Tip: Including a note like “Thank you for your booking, we hope to welcome you again” personalizes the invoice while maintaining professionalism.

Optional but recommended

It’s the little things that often make a big difference. To make your invoices stand out:

• Include your cancellation policy and house rules summary.
• Add a QR code linking to your digital Airbnb receipt or website.
• Offer a loyalty discount code for future bookings.
• Insert a digital signature or stamp for authenticity.

Design best practices

A clean, easy-to-read design helps your Airbnb invoice reflect your professionalism. Keep your fonts and colours consistent with your branding, and make good use of white space so everything is easy to follow. 

Clear section headings help guests quickly find the information they need, and an invoice that’s optimized for both desktop and mobile is far more user-friendly. It’s also worth checking that it prints neatly on A4 or Letter paper. 

A well-presented Airbnb business invoice doesn’t just tick compliance boxes, it also builds trust, which is essential for long-term guest relationships.

5. Tax compliance for Airbnb property managers

Understanding your tax obligations as a property manager is critical, whether you manage a single flat or an entire vacation rental portfolio. Proper invoicing and accurate record-keeping help avoid penalties, support VAT claims, and make year-end reporting far simpler. This section breaks down the essentials for Airbnb hosts seeking to stay compliant across major markets.

Income tax on Airbnb earnings

Any income earned through Airbnb is taxable. It doesn’t matter where you are based, tax is an inevitable truth.

In most places, you’ll need to declare all rental income on your annual tax return. Here’s how it works in a few key markets:

• UK: Report your earnings via Self Assessment; income above £1,000 requires declaration under the Property Income Allowance rules.
• US: Airbnb automatically reports host earnings via Form 1099-K or 1042-S for foreign hosts.
• EU: You’ll need to report your income under national rental income laws; thresholds and rates vary.

Keeping every Airbnb invoice or receipt securely logged and well-organized ensures you have proof of all income, deductions, and tax collected.

Record-keeping

Tax authorities often require you to retain documentation for several years:

• UK: Minimum 5 years after the submission deadline.
• US: 3 to 7 years based on IRS rules.
• EU: 6 to 10 years depending on the country.

Keep both paper and digital versions of each invoice. Using accounting software like QuickBooks, Xero, or Hostaway can automate this process and integrate invoices directly from your Airbnb dashboard.

Deductible expenses

One major advantage of maintaining detailed financial records is simplifying your deductible expense tracking when it comes to submitting tax returns. Typical deductions include:

• Mortgage interest
• Property taxes
• Insurance
• Utilities
• Maintenance and repairs
• Cleaning services
• Supplies
• Airbnb service fees
• Marketing costs

Recording these through invoices and receipts makes end-of-year filing smoother and defensible in the event of an audit.

VAT/GST obligations for international hosts

If you host guests across borders, VAT or GST may apply to your services:

• UK: Hosts exceeding £90,000 in turnover must register for VAT and issue compliant invoices.
• US: No federal VAT, but many states require collection of sales or lodging taxes.
• EU: VAT registration thresholds vary by country (often €35,000–€85,000). The EU’s One Stop Shop (OSS) simplifies multi-country VAT filings.
• Australia: GST registration is mandatory for turnovers above AUD 75,000.
• Canada: Hosts earning over CAD 30,000 must register for GST/HST.

When VAT applies, only registered hosts can charge it on invoices. In these cases, using a custom invoice template ensures your document includes the proper VAT rate, total, and registration number.

Occupancy and tourism tax compliance

Airbnb collects and remits occupancy taxes automatically in many jurisdictions — for instance, most of the US and parts of France, Italy, and Australia. However, in regions where Airbnb doesn’t remit taxes on your behalf, you are responsible for registering with local tax authorities, filing regular tax returns, and paying taxes directly. 

Failure to comply can result in financial penalties and reputational damage, particularly for hosts running multiple properties under a management company.

Recommended accounting tools

To keep your Airbnb accounting efficient:

• Use software like Rentals United to automate invoicing, by integrating with more than 30 Property Management Systems (PMS)
• Store each Airbnb invoice and receipt in cloud storage with automatic backup.
• Maintain a dedicated business bank account to separate personal and rental income.

Integrating a vacation rental invoice template within your management system ensures consistent formatting and professional output for every booking.

Working with tax professionals

If you manage multiple listings or a portfolio of international listings, consider hiring a property tax specialist. A certified accountant can make sure you meet local VAT or GST rules, prepare fully compliant Airbnb business invoices, and help you identify deductible expenses you might otherwise overlook. They can also reduce your risk of audits or late-filing penalties. 

In many cases, the cost of professional support is far lower than the potential cost of tax mistakes or compliance fines.

 6. Common invoice scenarios and solutions

Even with a professional Airbnb invoice template or vacation rental invoice template, hosts often face unique situations that require careful handling. Preparing for these scenarios ensures smooth communication and compliance.

Scenario 1: Guest requests an invoice after checkout

Guests sometimes need an invoice after their stay — particularly corporate travelers seeking expense reimbursement.

The solution: Use your Airbnb business invoice template to create a PDF reflecting the original booking details. Include the guest’s company, VAT number, and any applicable taxes, and forward promptly to maintain professionalism and prevent disputes.

Scenario 2: Guest disputes charges

Disagreements can arise over cleaning fees, extra guest fees, or add-ons.

The solution: Itemize every charge in your Airbnb invoice, and attach supporting documents (photos, receipts, communication). Having clear documentation helps Airbnb mediate disputes efficiently, and provides a paper-trail to back up your position.

Scenario 3: Last-minute additional charges

Damage fees, extra cleaning, or late check-outs may occur after checkout.

The solution: Issue a supplementary invoice using your invoice template. Reference the original booking and note the additional charges, as well as clear payment terms.

Scenario 4: Partial refunds

Partial refunds must reflect adjustments accurately in your invoice.

The solution: Clearly show the original charges and subtract the refunded amount. Update subtotals, taxes, and total payment status, and be sure to retain the original Airbnb receipt for record-keeping.

Scenario 5: Corporate/business bookings

Business travelers often need detailed documentation for compliance.

The solution: Use a dedicated Airbnb VAT invoice, including company name, purchase order number, and tax ID. Maintain clear records to simplify expense reporting and to comply with future audits.

Scenario 6: Multi-property or extended stays

Guests booking multiple properties or long-term rentals may need consolidated invoicing.

The solution: Create a combined Airbnb business invoice listing all properties, dates, and charges. This should include subtotals and totals per property, plus all applicable taxes, ensuring clarity for guests while simplifying your own bookkeeping.

Scenario 7: Split payments

Multiple guests sharing costs can complicate invoicing.

The solution: Issue separate invoices per guest if requested. Clearly indicate the proportion of charges each guest is responsible for, and keep original totals documented for tax compliance.

7. Best practices and pro tips

Creating professional invoices is only part of the process — following a few best practices helps ensure efficiency, legal compliance, and a smooth guest experience.

Timeliness

Send invoices within 24–48 hours of checkout to keep communication clear and help corporate guests process reimbursements quickly. Prompt delivery also prevents confusion and minimizes follow-up questions.

Numbering and record-keeping

Use sequential invoice numbers, such as INV-2025-001 or INV-2025-002, to maintain clear and auditable records. Store copies securely in cloud-based storage with proper backups, and keep physical copies only if required by local regulations.

Payment policies

Make sure your invoice clearly states accepted payment methods along with any terms for post-stay charges or add-ons. If you handle late payments, consider using automated reminders to keep the process efficient.

Multilingual invoices

Because Airbnb attracts international travelers, offering invoices in multiple languages can be extremely helpful, especially for corporate bookings. A multilingual vacation rental invoice template also signals professionalism and makes your operations more accessible.

Accessibility and sustainability

Ensure your PDF invoices are screen-reader friendly so visually impaired guests can access them easily. Default to digital invoices to reduce waste, and print only when requested. You can also include a QR code that links directly to a digital receipt for added convenience.

Invoice security and protection

Protect your invoices by using security software or tools that help prevent fraud. Keep sensitive data safe, avoid sharing payment details publicly, and make sure any digital signatures comply with regional electronic signature laws.

8. Legal considerations and disclaimer

Issuing invoices involves legal responsibilities. Professional hosts should understand these obligations to prevent fines, audits, and disputes.

Invoice fraud prevention

Issue invoices only for legitimate bookings, and keep detailed records of all charges along with supporting documentation. Using digital signatures and secure delivery methods helps reduce the risk of tampering and protects both you and your guests.

Data protection

Handle guest information in compliance with GDPR in the EU, CCPA in the US, or any other regional privacy regulations. Store invoices securely, limit access to authorized personnel, and ensure your systems meet basic data-protection standards.

Electronic signature validity

In many regions, digitally signed invoices are legally binding, but only when created using recognized and compliant software. Make sure your digital signature process meets local requirements to avoid disputes over authenticity.

When to consult legal counsel

It’s worth seeking professional advice if you’re dealing with complex tax situations such as cross-border VAT or multiple property entities, if a dispute arises with a large corporate client, or if you have questions about local invoice retention laws.

Disclaimer: This guide provides educational information for Airbnb hosts. It does not constitute professional legal or tax advice. Hosts should consult licensed accountants or tax professionals for individual circumstances.

Conclusion 

The bottom line: Creating professional, compliant Airbnb invoices is absolutely essential for property managers who want to run their vacation rentals efficiently. 

While Airbnb does give you a basic receipt for each booking, it lacks the essential information for business, tax compliance, and corporate reimbursement that a well-organized custom Airbnb invoice template can reliably provide.

Your Airbnb business invoice can include detailed booking information, a complete tax breakdown, VAT registration numbers, and guest-specific details that not only helps with accounting but also builds trust with your guests – strengthening your brand.

With the strategies outlined in this guide, you can streamline your invoicing and maintain full compliance, while simultaneously elevating your guests’ experiences in a way that builds trust and gives them a professional experience of your service.  

Download our free Airbnb invoice template today, to simplify your workflow and start issuing professional quality invoices to optimize your business.

In today’s information-driven marketplace, accurate documentation ensures smooth operations, satisfied guests, and sustainable growth for your vacation rental business.

FAQs

1. Can I get an invoice from Airbnb?

Yes, Airbnb automatically generates a basic receipt after each completed booking. However, this document is primarily a payment confirmation and often lacks detailed tax information or business branding. For professional use, create your own Airbnb business invoice using a custom template.

2. Why do I need a custom Airbnb invoice when Airbnb issues one?

A custom invoice lets you present charges more clearly, add your VAT or GST details, include your own branding, and document any extras or adjustments that aren’t shown on Airbnb’s standard receipt

3. How do I make an Airbnb invoice?

Start with a template and fill in your business details, the guest’s information, and the key booking data such as dates, nightly rate, and listing name. Then itemize fees and taxes clearly and export the final version as a PDF or digital file. 

4. How do I get a receipt from Airbnb?

Desktop:  Trips → select reservation → Show Details → Get Receipt → Download PDF.
Mobile App:  Trips → reservation → Details → Download Receipt.

5. What’s the difference between a receipt and an invoice?

A receipt simply confirms that payment has been made, and Airbnb issues this automatically with minimal detail. 

An invoice provides a full breakdown of charges, taxes, and business information and can be customized for accounting needs, VAT purposes, or corporate expense claims.

6. Do I need to include VAT on my Airbnb invoice?

Yes. If you’re VAT-registered, you’ll need to include VAT on your invoice. Issuing a proper VAT invoice ensures your guest can claim VAT for business travel, keeps your records compliant, and provides clear, transparent accounting.

7. How long should I keep Airbnb invoices?

• • • UK/EU: 5–10 years
  • • US: 3–7 years depending on IRS rules
  • • Canada & Australia: 6–7 years

8. Can I charge extra fees not included in the Airbnb booking?

Yes. Extra services like pet fees, parking, and additional cleaning can be added to your Airbnb invoice template. Clearly itemize these on your custom Airbnb invoice and communicate charges to guests.

9. What invoice number format should I use?

It’s best to use a simple, sequential numbering system such as INV-2025-001, INV-2025-002 etc. This makes your invoices easy to track, keeps your records audit-friendly, and ensures smooth integration with accounting software, especially if you manage multiple listings.

10. Is an Airbnb invoice legally binding?

Yes, as long as it includes your business information, the guest’s details, an accurate breakdown of charges, the date, an invoice number, and any applicable taxes. 

11. Do I need to register for VAT or sales tax?

Yes, if your rental income exceeds the local threshold. Once registered, include your VAT/GST number on all invoices.

12. What if a guest refuses to pay additional charges?

Issue a clear, itemized invoice and keep documentation such as photos or message history. If the issue persists, you can escalate the situation to Airbnb support. Having a proper invoice in place helps reduce confusion and increases the chances of a smooth resolution.

13. Can I invoice in different currencies?

Yes. You can invoice in multiple currencies by listing the original booking currency, the converted amount if the guest requests it, and the exchange rate used. 

14. How do I handle invoice corrections?

To correct an invoice, send a revised version that references the original invoice number and clearly highlights what has changed. Keep all previous versions in your records.

15. Can I use the same invoice for multiple platforms (Airbnb, VRBO)?

Yes. A versatile invoice template can be adapted for multiple bookings. Make sure to include platform name, booking IDs, as well as dates and guest information. This helps consolidate your finances across channels.

16. Do I need a separate invoice for each guest in a group?

It depends on guest requests. For corporate groups, issuing separate Airbnb invoices can simplify reimbursement, but always reference the booking ID to avoid confusion.

17. How do I invoice for amenity damages?

Create a supplementary custom Airbnb invoice that itemizes the damaged items and associated costs. Include the original booking reference and provide photos or other evidence if possible.

18. How do I make my invoices accessible for guests with disabilities?

Use screen-reader-friendly PDF formats with selectable text, not scanned images, and provide clear headings and a logical structure.

19. What software integrates with Airbnb for invoicing?

Popular tools like QuickBooks, Xero, Lodgify, and Hostaway can generate Airbnb business invoices and automatically track VAT.

20. Are digital invoices accepted for tax purposes?

Yes, digital invoices are legally valid in most regions as long as they include all required information, such as business details, taxes, and invoice numbers, and are securely stored.

Create custom invoice templates and more, with Rentals United: Try a demo today