Hotel bill format, free download

What is a hotel bill format?

A hotel bill format is a ready GST invoice layout for room stays, food and other hotel charges. It already carries your GSTIN, a SAC code for accommodation and food, the guest details, the taxable value of each charge, and the CGST, SGST or IGST split, so you only fill in the stay and the amount.

A stay at a hotel or a lodge is a taxable supply of services under GST, the same as any other business sale. The bill you hand a guest at checkout has to carry the same particulars as any tax invoice.

This page carries six ready files: two Excel workbooks, two Word documents and two PDFs. Each one lays out the same hotel bill, structured so room tariff, food and other charges sit as separate lines rather than one total.

Pick by what the front desk needs. Take Excel if you want the tax worked out for you. Take Word if you want to type over a layout and add your own terms. Take PDF if you want to print a stack and write bills by hand.

How do I fill a hotel bill in Excel?

The Excel hotel bill format is a working sheet, not a picture of one. Enter the room tariff, the number of nights, food and any other service as separate lines, and the taxable value, the tax and the grand total work themselves out. One cell sets whether the stay is intra-state or inter-state.

Open the file and fill in the header block once with your hotel name, address, GSTIN and state, then save it as your own master copy. From then on each bill is the guest name, the stay dates and the item lines.

The item table gives you ten lines. Use the first for room tariff, worked out as the nightly rate times the number of nights, and the rest for food, laundry, parking or any other charge, each with its own SAC code and GST rate.

The CGST, SGST and IGST columns are driven off the supply-type cell at the top, so you never charge both a state split and IGST on the same bill.

The Excel template, step by step

Does a hotel always issue a tax invoice?

A registered hotel issues a tax invoice, with GST charged and split across CGST, SGST or IGST. A hotel that is not registered under GST issues a plain bill instead, with no GSTIN and no tax on it. Neither document changes because the guest is a tourist, a company booking, or a walk-in.

Only a hotel registered under GST charges GST and issues a tax invoice. An unregistered lodge issues a plain bill instead, with no GSTIN line and no tax on it.

Nothing about the guest changes which document applies. A business traveller, a tourist and a walk-in guest all get the same kind of bill from the same hotel.

If your hotel is not registered, remove the GSTIN line and the tax rows from these files before using them, or start from a plain bill instead.

Invoicing without GST

When does a written hotel bill stop being enough?

A written hotel bill cannot enforce a consecutive number across two shifts at the same desk, remember what a long-stay guest already owes, or turn a disputed charge into a credit note that carries the original bill number forward. Invoice Saathi does the tax, the numbering and the ledger, then prints or shares the bill.

A front desk with more than one shift is where a written number first breaks. Two people billing from two books, or one filling in for the other, is enough to issue the same bill number twice.

A ledger is the second thing paper cannot hold. It does not know what a long-stay corporate account already owes, and it does not know that last week's bill is the one a refund now has to be credited against.

The billing screen stays as plain as a till: the stay and the total. The tax split is worked out in the background and printed or shared on the finished bill.

Open the billing app