Free Hotel Receipt & Folio Generator

Make a hotel receipt or folio the money math already handles

A hotel receipt is not one number. It is a stack of charges: a room rate for every night, the incidentals a guest picks up along the way, the lodging taxes that sit on top, and the deposits or card payments that bring the balance to zero. Type all of that into a blank document and one wrong multiplication throws the total off. This hotel receipt and folio generator does the arithmetic for you and shows the result live as you type.

It is built for real work. Reprint a folio a guest lost or a hotel emailed you that you can no longer find. Produce a clean receipt for an expense report. Run a small bed and breakfast, inn, vacation rental, or boutique hotel that has no property management system and still needs a proper checkout document. Everything runs in your browser, nothing is uploaded, and every download is free with no watermark.

What is a hotel folio

A folio is the running, itemized account of a guest's stay. In hospitality it is the standard term for the guest bill. It lists each night's room charge, the extra charges the guest incurred, the taxes on those charges, and the payments made against them. The document handed over at checkout is the folio. That is why a hotel folio, a hotel receipt, and a hotel invoice are closely related: the folio is the itemized guest bill, the receipt is the proof of what was charged, and the invoice is the same charges presented as a payable document, often addressed to a company for business travel.

This tool builds all three from one screen. Pick the Guest Folio template for a detailed checkout receipt, the Corporate Tax Invoice template for an expense claim, or one of the six other layouts for the property you run.

How to build your folio

1. Enter your hotel details. Add the hotel name, address, phone, website, and an optional logo. If you reclaim tax on business travel, add your Tax, VAT, or GST ID; it prints on the Corporate Tax Invoice template.
2. Set the stay. Choose the arrival (check-in) and departure (check-out) dates. The number of nights is computed for you. Add the guest name, room number, confirmation number, folio number, guest count, and a rate plan label such as Standard King or Bed and Breakfast.
3. Enter room charges. Use a flat nightly rate that is multiplied by the nights, or switch to per-night rates and edit each night so weekend and dynamic pricing can differ.
4. Add incidentals. Itemize parking, a resort fee, minibar, restaurant, spa, laundry, a pet fee, or an early check-in. Each line has a date, an amount, a category, a per-night option, and a taxable toggle.
5. Stack your lodging taxes. Add the taxes your jurisdiction charges. Each one can be a percentage or a flat per-night amount, and a percentage tax can apply to the room only or to the room plus taxable incidentals.
6. Record payments. Add a deposit, a card payment, or a direct-bill amount. The tool subtracts them from the total and shows the balance due, which is $0.00 when the stay is paid in full.
7. Pick a template and download. Choose from eight layouts and paper sizes, then download a PDF, PNG, or SVG at true size.

How nights are calculated

Nights are the whole days between arrival and departure. A stay from March 10 to March 13 is 3 nights, not 4: you sleep the nights of the 10th, 11th, and 12th and check out on the 13th. The room subtotal updates the instant you change either date. If the departure falls on or before the arrival, the tool shows a clear inline error rather than a negative or broken number, so a mistyped date can never poison the total.

Per-night rates versus a flat nightly rate

Most stays use one nightly rate. Enter it once as a flat rate and the tool multiplies it by the nights. A 3-night stay at $150 a night is a $450 room subtotal.

Dynamic pricing is different. Weekend nights, event nights, and last-minute nights often cost more. Switch to per-night rates and you get one editable row per night. Set Friday and Saturday to $180 and Sunday to $260, and the room subtotal is the exact sum, $620. The per-night grid is the part no static template or word processor reproduces, because the math has to follow the dates.

How lodging taxes actually stack

Hotel taxes are not a single rate. In the United States a transient occupancy tax, also called a hotel tax or lodging tax, is a separate local tax on the room charge. It is set by the city or county and it stacks on top of any state sales tax that applies to lodging. Because those rates are set locally, they vary from place to place and they change over time. For that reason this tool ships the correct structure and editable presets rather than pretending one city's rate is universal. You enter the rates that apply to your property, and the tool does the math and the grouped breakdown.

A worked example makes the stacking clear. Take a 3-night stay at $150 a night, a $450 room subtotal. A city occupancy tax of 14% on the room is $63. A state sales tax of 6% on the room is $27. Add $25 a night of parking across 3 nights, which is $75, and mark it taxable under the state tax only. The state tax then applies to $525 and becomes $31.50, while the city tax stays on the $450 room and remains $63. The folio prints each tax on its own line with the base it was charged on, so the numbers reconcile to the cent and you never see a doubled label like Tax 13% 13%.

Resort fees and the taxable base

A resort fee is a mandatory per-night charge that many properties add for amenities. In a lot of jurisdictions the resort fee is itself subject to occupancy tax, which means the tax base is the room plus the resort fee, not the room alone. Whether that applies is a local question, so the tool models it with a taxable toggle. Add the resort fee as a per-night incidental, mark it taxable, and set the occupancy tax base to room plus taxable incidentals.

Example: 2 nights at $200 is a $400 room subtotal. A resort fee of $45 a night across 2 nights is $90. An occupancy tax of 13% on the room plus the resort fee applies to $490 and is $63.70. The total is $553.70. A $200 deposit leaves a balance due of $353.70.

Payments and the balance due

Add every deposit and payment as its own line. The tool sums them and subtracts them from the total to show the balance due. When a single payment matches the total exactly, the balance is $0.00, shown cleanly rather than as a negative zero. If a guest overpaid, the balance renders as a credit rather than a broken minus sign. This is the running-account behavior that makes a folio a folio.

The eight templates

• Guest Folio. The full itemized folio: a per-night room grid, incidentals, a grouped lodging-tax breakdown, and payments to a balance due. The default.
• Boutique Hotel. A branded layout with your logo, an accent color, and an elegant serif heading for a design-led property.
• Bed & Breakfast. A warm, simple receipt with a single tax, ideal for an inn or a small B&B.
• Vacation Rental. A fee-list layout in the style guests know from short-term rentals: nightly rate times nights, a cleaning fee, and a service fee, with no room number.
• Resort Folio. Built to show a per-night resort fee, several stacked taxes, and amenity charges.
• Thermal Front-Desk. A narrow 58mm or 80mm receipt in a monospace font for a front-desk thermal printer.
• Corporate Tax Invoice. A TAX INVOICE heading with a prominent Tax, VAT, or GST ID, a company bill-to block, and a per-tax breakdown for expense claims.
• Minimal Receipt. A clean single-column receipt with just the essentials and no logo.

Thermal templates print on a 58mm or 80mm roll. The full-page templates print on A4 or US Letter. Every export is sized to the real paper width, so the PDF, PNG, or SVG matches what you see on screen.

Bulk folios from a spreadsheet

If you need to produce a batch of folios, use the Bulk CSV tab. Paste rows or upload a .csv with a column for each stay: guest, room, confirmation, folio, arrival, departure, rate, guests, and rate plan. Your hotel details, lodging taxes, template, and currency apply to every imported folio, so a whole batch comes out consistent. A Download sample CSV button gives you a correctly formatted starter file that imports straight back in. Preview any stay, then download one folio or every folio at once.

A note on legitimate use

This generator produces a business and record-keeping document from the data you enter. It is not an official record issued by a hotel, and it makes no tax-compliance or legal claim. Use it to reconstruct a folio you are entitled to, to give a guest a clean receipt, or to keep your own books. Enter the tax rates that apply to your property or your stay; the tool does the arithmetic, not the tax-law determination. Keep your receipts with your own records and follow your accountant's or jurisdiction's rules.

Frequently asked questions

What is a hotel folio

A folio is the running, itemized account of everything a guest is charged during a stay: the room rate for each night, incidentals such as parking, minibar, or a resort fee, the lodging taxes on those charges, and any payments or deposits. The document handed over at checkout is the folio, or guest bill. This generator produces that folio, so it doubles as your hotel receipt.

Is this hotel receipt generator free

Yes, it is 100% free with no signup and no watermark. Build and download as many hotel receipts and folios as you want as PDF, PNG, or SVG. Everything runs in your browser, so your hotel details, guest names, and amounts never leave your computer.

How are the number of nights calculated

Nights are the whole days between your arrival (check-in) and departure (check-out) dates. A stay from March 10 to March 13 is 3 nights. The room subtotal updates the moment you change either date. If the departure is on or before the arrival, the tool shows an inline error instead of a negative or broken number.

How do occupancy tax and resort fees work on the folio

In the United States a transient occupancy tax, also called a hotel or lodging tax, is a separate local tax on the room charge that is stacked on top of any state sales tax. Rates are set by each city or county, so they vary and change, which is why this tool ships the correct structure and editable presets rather than hardcoded rates. Resort fees are mandatory per-night fees that are often themselves subject to occupancy tax; the tool has a taxable toggle so you can include a resort fee in the tax base when your jurisdiction requires it.

Can I set a different rate for each night

Yes. Switch the room charge to per-night rates and you get one editable row per night, so weekend or dynamic pricing can differ from weeknights. The room subtotal is the exact sum of the nights. If your rate is the same every night, use the flat nightly rate mode instead and the tool multiplies it by the number of nights.

I lost my hotel receipt. Can I recreate it

Yes. If a hotel emailed you a folio that you can no longer find, or you need a clean copy for an expense report, you can re-enter the details from your booking confirmation and card statement to reproduce the receipt. This tool builds a business document from the data you enter. It is not an official record issued by a hotel, so use it to reconstruct your own legitimate charges, not to invent a stay.

Can I add a VAT or GST number for a business trip

Yes. The hotel details include a Tax, VAT, or GST ID field, and the Corporate Tax Invoice template prints it prominently alongside a company bill-to block and a per-tax breakdown. That is the format most finance teams and tax authorities expect for reclaiming tax on business travel.

Is a folio the same as a hotel invoice

They overlap. A folio is the guest account and checkout receipt. A hotel invoice is the same itemized charges presented as a payable document, often addressed to a company for business travel. This generator can render either: choose the Guest Folio template for a checkout receipt, or the Corporate Tax Invoice template for an expense-claim invoice with a tax breakdown and VAT or GST ID.