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 the payment between you and your guest, but we cannot issue invoices directly because we are not the legal owner or service provider of the accommodation. You remain the service provider and are therefore responsible for issuing invoices to your guests.

Why do you need to issue an invoice?

Holidu handles the payment collection and deducts our commission before your payout. However, legally, you are the service provider for the accommodation. This means you must issue invoices or receipts to your guests for their stay.

When creating an invoice, keep these important points in mind:

• Invoices must reflect the full amount paid by the guest (before Holidu commission)
• Only issue invoices after the guest has checked in, once payment is confirmed
• Local tax rules may differ, so check with your tax advisor if unsure about your specific requirements

Are you legally required to issue invoices?

Yes. In most countries, hosts are legally required to provide guests with an invoice or receipt for their stay. 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 ensures compliance with local tax and accounting regulations.

What is the Guest Invoice Tool?

To make invoicing easier, Holidu provides the Guest Invoice Tool, available in your host account. This tool allows you to easily create legally compliant invoices directly through your Holidu account.

Key features

• Self-service invoice creation: Generate, edit, and issue invoices for each confirmed booking
• Legally compliant: The tool 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, 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:

Option 1: Through the More menu

1. Log into your Holidu account. If you manage multiple properties, select the one associated with the booking
2. Go to More (top right corner)
3. Select Guest Invoices

Option 2: Through the Booking section

1. Log into your Holidu account. If you manage multiple properties, select the one associated with the booking
2. Go to the Booking section on the left side of the screen
3. Select the reservation you want to invoice
4. Under My Earnings, click Create an invoice for your guests

How to create an invoice

When creating an invoice, it will first appear as a draft, giving you full flexibility to review and edit details before finalizing. In this stage, you can add extra services, update information, or delete the draft if it's no longer needed.

Follow these steps to create an invoice:

Step 1: Select booking details

Choose the relevant booking ID and preferred language (English or German).

Step 2: Add guest information

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

Step 3: Review and customize

The system will automatically display booking details such as dates, property name, and total amount. 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: Finalize the invoice

Choose one of the following options:

• Cancel: Discard the draft
• Save and Close: Keep as a draft for later edits
• Save and Issue: Finalize the invoice. Once issued, it cannot be changed

Step 5: Download and send

The issued invoice can be downloaded as a PDF and sent manually to your guest.

Invoicing for extras

To invoice for additional services beyond the guest's stay, first create the Invoice for Stay, and then generate a separate Additional Invoice for extras such as meals, transfers, or e-bikes.

Important reminders

• Always issue invoices for the full amount paid by the guest
• Only issue after check-in
• Holidu's commission is deducted before payout, but must still appear in the total amount
• If a booking is cancelled, guests may request a cancellation invoice
• Holidu provides the tool, but you remain the official issuer of all invoices

Frequently asked questions

Am I legally required to issue invoices?

Yes. In most countries, you are. Holidu only collects payment; invoicing is your responsibility as the service provider.

Can I include extras like food or e-bikes?

Yes. Use the "Additional Invoice" option to create a separate invoice for these services.

What if I make a mistake on an invoice?

You can cancel the invoice and issue a new one. Once issued, it cannot be edited. Always review your invoice carefully before selecting "Save and Issue".

When should I issue the invoice?

Only issue invoices after the guest has checked in and payment is confirmed. For professional hosts with a VAT number, issue invoices at the end of each stay.