Free Hotel Receipt Generator
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A hotel receipt (sometimes called a folio) itemizes what a guest was charged during their stay: the room rate, number of nights, taxes and any extra charges like parking or minibar use. Use the form above to generate one instantly — enter the guest name, stay dates, nightly rate and any taxes, and the total is calculated automatically.
Why You Might Need to Generate a Hotel Receipt
Most hotels email or print a folio automatically at checkout, but there are common situations where you need to recreate or generate one yourself: a paper receipt was lost before an expense report was filed, a booking was made through a third party that didn’t provide an itemized breakdown, or a small guesthouse or short-term rental simply doesn’t have a billing system that produces one. Whatever the reason, an itemized hotel receipt is usually required for business travel reimbursement and often for tax deduction of travel expenses.
How to Fill Out a Hotel Receipt
- Add the hotel/business name and logo. This is what appears at the top of the receipt, along with the location if you operate multiple properties.
- Enter the guest name and stay dates. Include both check-in and check-out dates so the number of nights is clear.
- Add the room rate as a line item. Enter the nightly rate and the number of nights as the quantity — the generator multiplies these automatically.
- Add any extra charges. Parking, resort fees, minibar or room service can each be added as their own line item.
- Apply local taxes and download. Add the applicable occupancy or city tax rate, then export as a PDF ready to attach to an expense report.
What Should a Hotel Receipt Include?
- Hotel/property name, address and contact details
- Guest name
- Check-in and check-out dates (and total nights stayed)
- Room type and nightly rate
- Itemized extra charges (parking, food, amenities)
- Applicable taxes and fees, itemized separately
- Total amount paid and payment method
Who This Template Is For
Business travelers who need to recreate a lost receipt for expense reporting, small guesthouses, B&Bs and short-term rental hosts who don’t have a property-management system, and travel coordinators preparing documentation for a finance team all use this template to produce a corporate-expense-ready receipt in one pass.
Filing this for an expense report? See our guide on how long to keep business receipts so your travel documentation stays audit-ready.
Will this hotel receipt be accepted for expense reimbursement?
Most corporate expense systems accept any itemized receipt showing the hotel name, dates, room charges, taxes and total — this generator is formatted to include all of those fields. Always check your specific employer’s expense policy for any additional requirements.
Can I add occupancy tax or resort fees separately?
Yes. Add them as their own line items (e.g. “City Occupancy Tax”) so they show up clearly broken out rather than folded into the room rate, which is how most real hotel folios present them.
What if my stay included multiple room types or rate changes?
Add a separate line item for each rate period — for example, one line for the first three nights at one rate and a second line if the rate changed for the remaining nights.
Can I use this for an Airbnb or short-term rental receipt?
Yes — the same fields (guest name, dates, nightly rate, fees, total) apply whether the stay was at a hotel, guesthouse or short-term rental.