Vacation rental invoicing
Every booking, invoiced the moment it lands
Hostibly generates a tax invoice with your business details the second a booking arrives and sends it straight to the guest. Need to charge for late checkout or a broken blind? Raise a custom invoice with line items in a couple of minutes. No template files, no Sunday-night admin.
Runs alongside every channel you list on
- No FeesDirect bookings go straight to your own Stripe account
- Unified calendarSee all your bookings and track cleaning tasks in one place
- UnlimitedConnect as many calendars to your listings as you want
What a proper tax invoice carries
A tax invoice is a legal record, not a receipt with a logo. Stripe and Avalara both list the same basics: identifiable parties, dates, line items and totals. Here is how those parts sit on a Hostibly invoice for a five-night stay.
Tax invoice
1 No. INV-2043
Issued 3 Apr 2026 2
Stay 6 to 11 Apr 2026
From 3
Cedar & Pine Stays
18 Harbour Road, Lakes Entrance
Bill to
J. Okafor
Booking BE-1188, Beach Cottage
| 4 Beach cottage, 5 nights at $240 | $1,200 |
|---|---|
| Cleaning fee | $95 |
- A unique number
- Every invoice needs a number that is unique and traceable, so there is never any doubt about which document is which (Avalara, 2022).
- Dates of issue and supply
- The issue date and the stay dates, both taken from the booking the invoice belongs to.
- Your business details
- Entered once in your account, stamped on every automatic booking invoice and every custom invoice you raise.
- The line items
- Nights, fees and extras in plain arithmetic, so the guest and their accountant can check the sum.
- The total
- One number, matching what the booking actually cost. No hunting across a confirmation email and two receipts.
Sunday night, two ways
The work is not hard. It is recurring, easy to postpone, and miserable in bulk. Hosts on r/airbnb_hosts describe keeping a dedicated folder for guest invoices and waiting for business travelers to ask for one during booking.
By hand, on Sunday night
- Open the booking list and the invoice template side by side
- Copy names, dates and amounts across, then format them
- Export a PDF, hunt down the guest email, send it
- Write the invoice number in the spreadsheet so April-you can find it
Multiply by every booking since the last session. Some channels add no tax detail to their receipts at all (Rentals United, 2026).
On autopilot, in Hostibly
- A booking lands at 2:14am on a Saturday
- The tax invoice generates with your business details already on it
- The guest has it in their inbox before you are awake
- April-you opens a finished record, not a to-do list
Ten minutes an invoice is optimistic when you do it in bulk. The automatic version costs the same whether you take one booking a month or forty.
The extras invoice, two minutes flat
The stay went fine, mostly. Your guest asks to keep the cottage until 6pm, a blind does not survive the toddler, and the mid-stay clean needs paying for. That is three line items and one custom invoice, raised from the booking so it sits with the stay it belongs to.
Custom invoice for booking BE-1188
| Late checkout, 4 hours | $60 |
|---|---|
| Replacement blind, ground floor | $180 |
| Mid-stay clean, day 3 | $85 |
| Total | $325 |
How invoicing runs on autopilot
Three moves, then you stop thinking about invoices unless you want to charge an extra.
- 1
Add your business details once
Your business name and details go into your Hostibly account one time. Every invoice after that carries them without you touching anything.
- 2
Bookings invoice themselves
Each new booking generates its tax invoice and sends it to the guest the moment it lands, whether that is 2pm on a Tuesday or 2am on a Sunday.
- 3
Charge the extras as they happen
Late checkout or a damaged blind? Raise a custom invoice with line items, send it to the guest, and get back to your day.
Hosts who dropped the invoice admin
Hostibly has made running my business a lot easier. The cleaner scheduling especially saves me a ton of time. Direct bookings have also helped me keep more repeat customers. It's nice not losing money to fees.
Daniel KingmaSuper HostWe've booked over $50k directly through our website in eight months with Hostibly. Unsurprisingly, local businesses love booking directly because our prices are better, and we offer discounts for longer stays.
BrandonProperty Manager and CohostI was a bit skeptical at first, but the setup service from Hostibly really delivered. All 14 listings were live in less than a month, and now my site genuinely reflects my brand and style.
Amy MorrisCohost
Invoicing questions
Need help? Contact us here
- When does the guest receive their invoice?
- The moment the booking lands. Hostibly generates the tax invoice with your business details and sends it to the guest automatically, alongside the booking confirmation flow. There is no queue and no button to remember, including for bookings that arrive overnight.
- Does Hostibly file or remit my taxes for me?
- No. Hostibly issues, sends and records invoices. It does not calculate your tax rates, file returns or remit anything to a tax authority. Those decisions stay with you and your accountant, and the invoice records are there to make that conversation shorter.
- Can I invoice for late checkout and damage charges?
- Yes. Any booking can carry custom invoices you build yourself: late checkout hours, a damaged blind, a mid-stay clean, a pet fee. Add the line items with their amounts, send it to the guest, and the charge sits against that booking in your records.
- Are my business details on every invoice?
- Yes. You enter your business details once in your Hostibly account, and every automatic booking invoice and every custom invoice you raise carries them. Guests and their accountants see a consistent sender every time, instead of a different-looking document per channel.
- Does automatic invoicing work for Airbnb and Vrbo bookings, or only direct bookings?
- The hands-off version runs on bookings made through Hostibly, where the system holds the guest details it needs to issue and send an invoice. Stays that arrive from Airbnb or Vrbo can still be invoiced: you raise the invoice against that booking yourself, which takes a couple of minutes.
- What does invoicing cost?
- Nothing per invoice. Invoicing is part of your Hostibly plan, and there is no per-document charge and no cut of anything you bill a guest. Payment processing on bookings paid through Stripe runs at your Stripe rate, for reference 2.9% plus 30 cents on the standard US plan. Start with the 14 day free trial, no card required.
- Is automated invoicing worth it for a single property?
- It can be. One listing with business guests or a tax agent who wants clean records gets the full benefit, because every booking is invoiced whether you remember or not. If your guests never ask for invoices, you are still building the dated record your accountant will want at year end, at zero minutes per booking.
Stop writing invoices by hand.
Start your 14 day free trial of the Team plan. No card required, and our team sets up your account, bookings and invoicing with you.