Folio & Stay Receipt Templates for Hotels and Hospitality
Hotel folios with room rate × nights, occupancy and city tax lines, and itemized incidentals — built for hotels, motels, B&Bs, and short-term rentals.
A hotel folio is the spine of every hospitality transaction — guests use it to expense the trip back to their employer, finance teams use it to reconcile against a corporate card, and the property uses it as the closing record of the stay. These templates are built for the full range of accommodation operators: full-service hotels, limited-service and select-service hotels, boutique inns, B&Bs, motels, vacation rental hosts (Airbnb, Vrbo), and serviced apartments. The folio layout includes room rate × nights, all applicable taxes broken out separately (state sales tax, occupancy or transient-lodging tax, city or tourism tax, resort fees), itemized incidentals (room service, parking, valet, laundry, mini-bar, in-room movies, telephone, spa, late-checkout fee), and a final "amount due" or "balance settled" line.
Always show room rate × nights on a separate line from taxes and fees — the corporate expense systems most business travelers submit to (Concur, Expensify, Ramp) flag a single rolled-up total as a policy violation. List occupancy tax and any city tourism tax separately too: in many US cities the combined lodging tax stack is 13–18% (room sales tax + state occupancy + city tourism), and US-based travelers can sometimes deduct only the room rate (not the taxes) for certain travel reimbursements. Resort fees in particular need to be disclosed on the folio rather than rolled into the room rate, because they're often non-commissionable to OTAs and need to be visible for FTC-compliant pricing transparency.
For incidentals, itemize each charge with the date and time it posted to the room — a guest disputing a $40 mini-bar charge needs to see the date and time to verify it. For long stays, group the room nights at the top and the incidentals at the bottom so the document scans cleanly. International travelers benefit from a currency line at the top of the folio (USD, EUR, GBP) and a separate row for any foreign-currency conversion fee the property added.
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Other use cases
- Small Business
- Freelancers
- Ecommerce Sellers
- Landlords
- Restaurants
- Rideshare Drivers
- Personal Expense Tracking
- Design Mockups
- Expense Reimbursement
- Tax Records
- Beauty & Wellness
- Nonprofits & Charities
- Schools & Education
- Entertainment Venues
- Financial Services
- Healthcare Providers
- Parking Operators
- Pharmacies
- Tolls & Transit
Frequently Asked Questions
How should room rate and taxes appear on a folio?
Always show the room rate × number of nights as a separate line from taxes and fees. Most corporate expense systems (Concur, Expensify, Ramp) flag a single rolled-up total as a policy violation. Break out state sales tax, occupancy or transient-lodging tax, and city or tourism tax on separate lines — combined US lodging tax stacks of 13–18% are common and need to be itemized for clean reimbursement.
Where should resort fees and incidentals go on the receipt?
Resort fees should be a separate disclosed line — not rolled into the room rate — both for FTC pricing-transparency expectations and because they're often non-commissionable to OTAs. Incidentals (parking, valet, room service, mini-bar, laundry, telephone, late checkout) should each be itemized with the date and time they posted, so a guest disputing a charge can verify it cleanly.
Do you have folio templates for short-term rentals (Airbnb, Vrbo)?
Yes. The hotel folio templates work for short-term rental hosts who need to issue a guest folio outside the platform's default receipt — useful for direct bookings, corporate guests requesting an itemized invoice for expense reporting, or stays where you collected occupancy or city tax separately and need to show it broken out for the guest's records.