A hotel bill your guests can read at a glance
The hotel bill is the last thing a guest sees before they leave, and often the document they will hand to their employer, their accountant or the tax office later. It has to be clear about dates, nights and rates, show every extra separately and get the tax right. Large hotels print a computerised folio; many smaller hotels, lodges, resorts and homestays still write the bill by hand in a bill book at the reception desk.
This hotel bill generator gives you that handwritten look with accurate calculations. Enter the guest's name, room number, check-in and check-out dates and the room tariff; add meals, laundry or an extra bed as separate lines; switch on GST; and the room charges, taxes, advance and balance due are worked out for you. Download the bill as a PDF on A4 or A5, as an image to send on WhatsApp or email, or print it at the desk.
Hotel room bill format
A complete hotel room bill format has five parts. The hotel templates on this page already contain all of them; click any line to change it.
- Hotel details: name, full address, phone number, email and GSTIN. A star category or tagline is optional.
- Guest and stay details: bill or folio number, bill date, guest name and address, company name and GSTIN for business guests, room number and room type, number of guests, check-in date and time, check-out date and time, and the number of nights.
- Charges: room rent (nights × tariff), followed by separate lines for food and beverages, room service, laundry, extra bed, early check-in or late check-out, airport pickup and any other service.
- Taxes and payments: GST on the room and on other services, the grand total, the advance paid at check-in and the balance paid at check-out, with the payment mode.
- Footer: amount in words, the guest's signature, the receptionist's or manager's signature and the hotel stamp.
How to make a hotel room bill
- Pick a template. The letterhead and tax invoice styles suit hotels and resorts; the bill book and carbon styles look like a reception-desk book; the plain style suits homestays.
- Fill in your hotel's header once. It is saved in your browser for the next bill.
- Enter the stay. Write the guest's name, room number and the check-in and check-out dates, then the number of nights and the tariff on the room line. The amount is calculated for you.
- Add extras. Use Add item for each extra — "Dinner (room service) 2 × ₹350", "Laundry 6 pcs", "Extra mattress 2 nights".
- Apply tax and the advance. In Bill settings, turn on tax and add CGST and SGST rows, and enter the advance received at check-in. The bill shows the balance to be paid.
- Sign, stamp and download. Add the hotel stamp and a signature, then download a PDF or image or print the bill.
What is room revenue on a hotel bill?
"Room revenue" — sometimes printed as "room charges" or "room rent" — is the amount charged for the room itself: the nightly tariff multiplied by the number of nights, before tax and before anything else the guest used. Food, minibar, laundry and other services are recorded as separate revenue lines. Keeping room revenue on its own line matters because GST on accommodation is based on the room tariff, because companies often reimburse room charges and meals under different limits, and because hotels measure their performance by room revenue alone.
How hotel room charges work
- Per night, not per day: a guest who checks in on the 10th and checks out on the 12th stays two nights, whatever the times.
- Check-in and check-out times: many Indian hotels use a 12 noon check-out, others a 24-hour check-out. Print your policy on the bill to avoid disputes.
- Early check-in and late check-out: often charged as a half-day or full-day tariff — show it as its own line.
- Extra person or extra bed: usually a fixed amount per night.
- Meal plans: EP (room only), CP (with breakfast), MAP (breakfast and one meal) or AP (all meals). If the plan includes meals, say so on the room line, for example "Deluxe Double – CP".
Hotel room bill with GST: rates and rules
For hotel accommodation in India, the GST rate depends on the price actually charged for a room per night — not on a published "rack rate". Following the GST rate changes that took effect on 22 September 2025, rooms priced up to ₹7,500 a night are taxed at 5% without input tax credit, and rooms above ₹7,500 a night at 18%. The restaurant inside a hotel is taxed according to its own rules, so food is usually shown on separate lines. GST rates change over time, so confirm the current hotel room bill GST rate with your accountant or on the CBIC website before printing.
A hotel bill format with GST — a tax invoice — must show the hotel's GSTIN, a unique bill number, the date, the guest's name and address, the description of the service (accommodation falls under SAC 9963), the taxable value, the rate and amount of CGST and SGST, and the total. When a business guest gives their company's GSTIN at check-in, print it on the bill; they need it to claim input tax credit, which is generally only usable when the company is registered in the same state as the hotel. Very small hotels below the GST registration limit cannot charge GST; their bill shows the room charges and total only.
Hotel room bill sample
Here is a hotel room bill sample for a two-night stay in a ₹2,800 room, with breakfast included, room-service dinner on one night and laundry:
| Description | Qty | Rate (₹) | Amount (₹) |
|---|---|---|---|
| Room 204, Deluxe Double – CP (10–12 Oct) | 2 nights | 2,800 | 5,600 |
| Room-service dinner | 2 | 350 | 700 |
| Laundry | 6 pcs | 40 | 240 |
| Subtotal | 6,540 | ||
| CGST 2.5% | 163.50 | ||
| SGST 2.5% | 163.50 | ||
| Grand total | 6,867 | ||
| Advance at check-in | − 2,000 | ||
| Balance paid at check-out | 4,867 | ||
For simplicity this sample applies one rate to all lines. If your food and other services carry a different rate from the room, put them on a separate bill or show their tax on separate rows, as your accountant advises.
Hotel bill format in Excel or Word, or here?
Hotel owners often look for a hotel room bill format in Excel or a hotel room bill format in Word, then spend time adjusting columns and fixing formulas every time a guest stays an extra night. This generator does the arithmetic for you — nights × tariff, extras, tax, advance and balance — and gives you a handwritten-style hotel bill that downloads as a PDF in seconds. It works on a phone at the reception desk, so a small hotel or homestay does not need a computer or billing software to give a neat bill. If you keep a register or an Excel sheet of stays, copy the bill number, guest name and total into it after each check-out.
Need the bill in Word? Click Word under the bill to download it as a .docx file, at the same A4, A5 or 80 mm thermal size as the PDF. It opens in Microsoft Word and Google Docs. The bill is placed in the file as a picture, so make any changes here and download it again.
Hotel bill book habits worth keeping
Whether you use a printed hotel bill book or this generator, a few habits keep your records clean:
- One bill per stay, with a running bill number that never repeats.
- Match the bill to the guest register — the same name, room and dates.
- Record advances when they are paid and show them on the final bill.
- Collect ID and, for foreign guests, file Form C with the immigration authorities within 24 hours of arrival, as Indian rules require. Keep the details consistent with the bill.
- Keep a copy of every bill — download it here and file it by month.
Hotel room rent bill format for long stays and corporate guests
For a guest staying a week or a month, the hotel room rent bill format is the same, with the period written on the room line ("1–30 November, 29 nights") and the monthly or weekly rate agreed. If the rate was negotiated, write it as "Room rent @ ₹1,900 per night (corporate rate)" so whoever checks the bill later sees why it differs from your usual tariff. For very long stays, many hotels raise an interim bill every week or month and collect payment against it, rather than presenting one large bill at the end — for each period, change the dates, nights and bill number on your saved bill and download it again, keeping the bill numbers running.
Corporate guests often need one bill per month or one bill per employee; download each bill, then change the guest, dates and bill number for the next — your hotel header stays as it is. If the company pays directly, write "Bill to:" with the company name, address and GSTIN under the guest details, and note "Direct billing — payable by company" in the footer.
Who uses this hotel bill generator
Budget hotels and resorts without billing software, homestays and farm stays, hotel-management students practising front-office billing, travel agents preparing sample bills for packages, and designers making props for films or mockups. For simpler accommodation, the lodge and guest house bill has shorter layouts; a hotel's restaurant can use the restaurant bill; and tour operators who bundle stays into packages can use the travel agency bill. All 36 bill types are listed on the handwritten bill generator page.
Use hotel bills only for real stays
Hotel bills are some of the most common documents in travel and expense claims, which is why they are also among the most checked. Issue bills only for stays at your own property, with the dates and amounts the guest actually paid. Making a hotel bill for a stay that did not happen, or changing the nights or amounts on a real bill, is fraud. Training bills and design mockups are fine, as long as they are never presented as genuine.