My guest is requesting an invoice, what do I need to do?

Why do I need to issue an invoice?

Holidu facilitates the payment between the guest and you, the host. We deduct our commission before your payout, but legally, you remain the service provider, and therefore responsible for issuing invoices or receipts to your guests.

Important points:

• Invoices must reflect the full amount paid by the guest
• Only issue invoices after the guest has checked in, once payment is confirmed
• Local tax rules may differ, please check with your tax advisor if unsure

Am I legally required to issue invoices?

Yes. Hosts are legally required to provide guests with an invoice or receipt for their stay. Holidu only facilitates payment and is not the legal provider of the accommodation, which means you as the host or property manager remain fully responsible for invoicing.

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.

Note for properties located in the Canary Islands

The Canary Islands do not apply mainland Spanish VAT (IVA). Instead, the local indirect tax IGIC applies. Therefore, invoices issued for properties located in the Canary Islands should not include IVA but must follow IGIC rules.

What is the Guest Invoice Tool?

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

Please note that, 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 it:

Option 1

1. Log into your Holidu Account. If you manage multiple properties, select the one associated with the booking
2. Go to the "Financial" tab on the left hand side
3. Then select Guest Invoices

Option 2

1. Log into your Holidu Account. If you manage multiple properties, select the one associated with the booking
2. Go to the Booking tab on the left hand side. Then select the reservation you want to create an invoice for
3. Under My Earnings, click Create an invoice for your guests

How to Configure Your Guest Invoice Settings

To ensure your invoices are professional and comply with local tax requirements, you can customize your details and display preferences in the Settings section of your dashboard.

Update Your Host & Business Profile

Ensure your contact and legal information is accurate, as this is used to identify you on the invoice.

• Host Details: Check that your Name, Email, and Company Name are correct
• Address: This is your legal business or primary residence address. Click Edit to update your street name, postal code, and city

Customize Invoice Display Settings

You can control exactly what information your guests see on their invoices by toggling the following options in Invoice settings:

• Show VAT: Toggle this on if you are a registered business and need to display VAT on invoices
• Footer Details: You can choose to show or hide your VAT ID, Personal Tax ID, or IBAN in the footer of the document
• Legal Footer Text: Use the text box to add a custom "Default value" for your legal footer (e.g., a thank-you note or a specific legal disclaimer required by your region)

Step by step to create the 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 display booking details such as dates, property name, and total amount automatically. 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.

How to Automate Your Workflow

Under Automatic invoice number settings, you can choose to:

• Enable Automatic Generation: Toggle this on to have the system automatically assign a unique number to every new invoice, saving you manual record-keeping time

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.

Personal Tax ID for German Hosts

For hosts in Germany, it's important to note that the Personal Tax ID (SteuerID/IdNr.) should not be displayed (this information will not be automatically transferred to all invoices, but the field will be empty). The correct number to use instead is the Tax Number (Steuernummer).

Here is how you can configure the Tax Number (Steuernummer) so all the invoices include it:

1. Go to Settings under Invoices in Guest Invoices Tool
2. Locate the Tax Number (Steuernummer) field
3. Click Edit
4. Manually enter the valid Tax Number (Steuernummer)
5. Save the settings

Once saved, this number will appear by default on the Invoice Form.

Important Note for Hosts in Portugal

Invoices must be issued using software that is authorized by the government. Our tool is a general solution that allows hosts to create invoices for guests; however, Holidu is not responsible for the legal validity or compliance of the invoices generated through this tool.

Hosts can choose whether or not to use this tool and remain fully responsible for ensuring that their invoices comply with Portuguese legal and tax requirements.

Important Reminders

• Always issue invoices for the full amount paid by the guest
• Only issue after check-out
• 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

Q: Am I legally required to issue invoices?

A: Yes. In most countries, you are. Holidu only collects payment, invoicing is your responsibility.

Q: Can I include extras like food or e-bikes on an invoice?

A: Yes! Use the "Additional Invoice" option to create a separate invoice for extra services.

Q: What if I make a mistake on an invoice?

A: You can cancel the invoice and issue a new one. Once issued, it cannot be edited.

Q: When should I issue an invoice to my guest?

A: You should only issue an invoice after the guest has checked in and payment is confirmed. For most stays, this is after check-out.

Q: What information should appear on the invoice?

A: The invoice should include the full amount paid by the guest, dates of stay, property details, your business information, and applicable tax information (VAT or local equivalent).

Q: Can I edit an invoice after I issue it?

A: No. Once you select "Save and Issue", the invoice cannot be changed. If you need to correct information, you must cancel the invoice and create a new one.

Q: Do I need to include Holidu's commission on the invoice to guests?

A: No. The invoice should show the guest the full amount they paid. Holidu's commission is deducted separately in your accounting and payout.