Hospitality billing changes fast at check-out and event close. Everhour turns tracked billable time and expenses into client invoices.
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Hospitality invoices usually start as a running folio. The folio records charges and payments from check-in to check-out, then becomes the final bill at checkout. A clear invoice gives the guest name, room number, stay dates, folio number, property name, property address, charge dates, descriptions, charges, credits, and final balance.
A hotel invoice commonly includes room rates, food and beverage, room service, spa treatments, minibar charges, taxes and fees, payments, deposits, and the outstanding balance. For a restaurant, venue, or catering business, the same discipline applies: show the service date, the buyer, the order or event reference, itemized charges, required fees, payments received, and balance due.
Hospitality billing often involves more than one payer. A business traveler may pay personal minibar charges while an employer pays the room rate. A split folio keeps those charges separate so each payer receives the right invoice. The mistake is sending one combined bill and asking the guest or accounting team to sort it out after the stay.
Group bookings and events usually need a master folio. That account consolidates charges from multiple rooms, meeting spaces, catering, audio-visual services, and approved incidentals. A corporate retreat invoice can group charges by room block, banquet order, service date, and department code when the client needs internal approval before payment.
Hospitality invoices need precise language around tips, required gratuities, and service charges. 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. Voluntary tips are different because the customer chooses whether to pay and sets the amount.
Tax lines also need local handling. The United States has no national VAT or GST invoice regime and no single national sales-tax rate. Lodging, restaurant, sales, and local fee lines depend on the applicable state and local tax authority, plus the business structure and transaction type. A clean invoice labels each tax or fee line instead of hiding it inside a vague service total.
A one-off invoice works for a small private event, a guest dispute correction, or a single corporate booking with a few fixed charges. It is enough when you already have the folio, tax lines, payment history, and approval details ready, and the customer only needs a clear final document.
A managed workflow fits recurring corporate accounts, events with deposits, and invoices built from staff time, services, and billable expenses. Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates amounts from rates, excludes non-billable tasks, applies client settings, and exports invoices to QuickBooks Online, Xero, or FreshBooks with status sync back to Everhour.
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 hospitality invoice should include the guest or client name, property or business details, invoice or folio number, service dates, itemized charges, credits, payments, deposits, taxes and fees, payment terms, and balance due. Lodging invoices should also show room number and check-in and check-out dates when the bill comes from a guest folio.
A hotel folio is the running account that records charges and payments during the stay. The invoice is the final bill issued at checkout or billing close. The folio supplies the transaction history, including room charges, food and beverage, services, credits, taxes, payments, and remaining balance.
A master folio fits events, group bookings, and corporate accounts where one payer covers charges from multiple rooms, services, or departments. The master account consolidates approved charges under one billing record. Individual guest folios can still separate personal expenses that the main client should not pay.
Automatic service charges and required gratuities should not appear as voluntary tips on U.S. hospitality invoices or POS records. A payment counts as a tip only when the customer voluntarily chooses to pay it and determines the amount. Required charges need separate labeling because they receive different tax and wage treatment.
Hospitality invoicing software should not apply one national tax rate in the United States. The country has no national VAT or GST invoice regime, and state and local rules control sales, lodging, restaurant, and related taxes. The invoice should show the applicable tax or fee lines for the location and transaction.
Everhour Billing & Invoicing converts tracked billable time and expenses into invoices, calculates invoice amounts from rates, and excludes non-billable tasks. Client records can hold contacts, tax rate, discount, payment terms, and assigned projects, then invoices can export to QuickBooks Online, Xero, or FreshBooks.
Everhour supports project, member, and custom task rates, so hospitality teams can price event planning, setup labor, consulting, or recurring services by the billing structure used for the client. Reports can show billable time, non-billable time, billable amount, and cost by member or task.
Track approved hospitality hours, expenses, rates, and client settings in Everhour, then generate invoices and export them to accounting tools with connected billing status.
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