Hospitality billing starts with a folio, and Everhour helps connect billable work to cleaner client invoices.
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Hospitality invoices usually finalize a running folio at check-out or billing close. The practical job is to show who was charged, where the charges came from, what has already been paid, and what balance remains. For lodging, that means guest name, room number, check-in and check-out dates, folio number, property name, and property address.
The same structure works for event planners, catering teams, resorts, and hospitality operators billing corporate accounts. A business traveler may need a split folio that separates room charges from personal minibar purchases. A conference client may need one master folio that consolidates multiple rooms, meeting space, food and beverage, and service charges under one account.
Each invoice line should connect to a dated transaction. Common hospitality lines include room rate, food and beverage, room service, spa treatment, minibar use, parking, service fees, deposits, payments, credits, taxes and fees, and the final outstanding balance. A useful line reads like this: March 5, 2026, banquet dinner service, 48 guests, $3,840.00 charge.
Hospitality invoices also need clean separation between charges and credits. Deposits reduce the final balance, they do not disappear into the room or event charge. A credit for a waived resort fee should appear as a credit line. A running balance helps the guest or client trace the bill without matching every item back to the property system.
Automatic service charges and required gratuities belong on the invoice as required charges, not voluntary tips. In U.S. tax treatment, mandatory service charges and required gratuities included in a contract or invoice are not tips and are generally treated as wages if distributed to employees. That distinction matters for records, payroll handling, and customer clarity.
Voluntary tips follow a different test: the customer chooses to pay and sets the amount. Keep voluntary tips separate from automatic service charges in hospitality invoices and POS records. Tax lines also need local accuracy. The United States has no national VAT or GST invoice regime, and lodging, restaurant, sales, or local tax lines depend on the applicable state and local authority.
A free template is enough for a single guest bill, a simple catering invoice, or a small event where the charges are already confirmed. It gives you a clean document with property details, folio references, itemized charges, payments, deposits, and balance due. It is the right tool when the invoice does not need ongoing time, rate, or approval history.
A managed workflow becomes necessary when hospitality teams bill by project, staff time, event work, or client account. Everhour supports billable and non-billable time through project billing status, task-level non-billable controls, custom task rates, member-rate exceptions, and reports for billable time, non-billable time, billable amount, and cost. That structure keeps prep, service, admin, and client-billable work separated before invoicing.
This content is for general information only, may not be fully up to date, and is provided without any warranty or liability.
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A clear hospitality invoice includes guest or client name, room or event reference, stay or service dates, folio number, property name and address, itemized charges, credits, deposits, payments, taxes and fees, payment terms, and balance due. Group or corporate billing should also include the master folio or purchase order reference when the client uses one.
Use the guest folio as the source record and the invoice as the final billing document. The folio captures charges and payments from check-in to check-out or from event booking to close. The invoice should present those transactions in a cleaner format that the payer can review, approve, and pay.
Yes. A master or group folio can consolidate charges from multiple rooms, food and beverage, meeting space, and services under one account for an event, tour group, or corporate client. Keep enough detail to show which room, service date, or event component created each charge.
No. Required service charges and automatic gratuities should appear separately from voluntary tips. A voluntary tip exists only when the customer chooses to pay it and decides the amount. Mixing those amounts on one line creates confusion for guest review, payroll records, and tax treatment.
No. The United States does not use a national VAT or GST invoice regime. U.S. hospitality businesses use applicable state and local tax rules instead. Lodging tax, restaurant tax, sales tax, and local fees vary by jurisdiction, business structure, and the place where the goods or services are provided.
Everhour lets admins set project billing status, mark specific tasks as non-billable, use custom task rates, and set member-rate exceptions. Reports can show billable time, non-billable time, billable amount, and cost, so event prep, internal admin, and client-billable service work stay separated.
Everhour can turn tracked billable time and expenses into invoices while excluding non-billable work. Invoice data can be grouped by project, task, person, date, or other available breakdowns, which helps hospitality teams present client charges in the structure the account expects.
Track approved hospitality work by client, event, project, and task. Everhour separates billable from non-billable time before invoice creation, giving teams cleaner billing records and fewer disputed charges.
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