Hotel Bill Generator
Issue checkout bills when the front desk has the stay but no PMS print. Nights from dates, extras, and balance due on one PDF. First bill free.
Hotel
Guest & stay
Room & charges
Tax & discounts
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| Description | Amount |
|---|---|
| Room Charges (1 night) | ₹0 |
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Checkout clock
From check-in dates to a checkout bill
Checkout starts when bags hit the lobby. Desk confirms nights, adds extras, shows the balance, and hands over a PDF the guest can keep with their stay records.
- 1
Lock the stay dates
Check-in and check-out set nights. Room charge is rate × nights before anything else is added.
- 2
Add extras under the room
Laundry, food, and minibar stay on their own rows so guests can dispute one line without rewriting the tariff.
- 3
Subtract advance
Put booking money already collected in the discount field so checkout shows balance due.
- 4
Preview with the guest
Live preview matches the PDF. Fix a wrong night or extra before wallets come out.
- 5
Hand over or send
Print at the desk if you have a printer, or WhatsApp a short link or the PDF when the guest is already in a cab.
- 6
Keep a desk copy
Bill History covers a lost guest copy or a travel desk that asks for the same stay bill tomorrow.
Where checkout stalls
When the property has stay details but no checkout slip
Most hotel PDFs here start when the property has the stay details but no clean checkout slip from a PMS.
Register is the only system
Stays live in a notebook or WhatsApp notes. The guest still expects a dated bill with nights and room number before they leave.
Extras get argued at the desk
Laundry and minibar sat inside one lump total. Separating them stops the "I never ordered that" loop.
Advance already collected
Booking money was taken days ago. Checkout must show what was deducted, not pretend the full tariff is still due.
Guest house scale, not hotel software
Buying a full PMS for a few rooms is overkill. A form that prints room, nights, and extras is enough to clear the lobby.
Who needs the stay bill
Desk, guest, and travel coordinator each have different needs
One PDF clears the room, travels with the guest, and later shows up when someone asks for stay records again.
Front desk
- Close the room without waiting on a PMS install
- Show nights, extras, and balance before the guest pays
- Resend when a guest calls after leaving the property
Guest
- See room tariff and extras before leaving the lobby
- Keep a PDF with stay records for personal or company files
- Replace a lost checkout bill when the stay details are still known
Travel desk
- Match guest name and dates to the booking they placed
- File nights and extras with other trip documents
- Ask the lodge for a duplicate without a phone photo of a register
Stay maths
Nights follow check-in and check-out
Enter check-in and check-out; nights calculate from those dates. Room charge is rate × nights. A three-night stay should never look like a one-night rate because someone mistyped the nights box alone.
- Occupancy length drives the room total from the calendar, not from memory at the desk.
- Room tariff stays one line. Add or remove extras without changing guest name or dates.
Room charge and extras on separate lines
Food, laundry, and minibar are optional lines. Guests argue about extras far more than the nightly rate.
Advance prints as a deduction
Money already paid at booking goes in the discount field and subtracts from the payable total.
GSTIN only when registered
Pick GST or IGST and enter GSTIN when the property issues tax invoices. Homestays leave tax at None.
Charges at the desk
Change extras or tax without re-entering guest details
At checkout something often needs a quick change: an extra the guest refuses, service charge that should not apply, or tax that only registered properties print. Each control sits on its own line so you edit one without redoing guest name and dates.
Before the guest walks out
Glance at these before you send or print
The usual re-print is a wrong checkout date or an extra that should have been removed.
After the guest leaves
Archive the stay, resend duplicates, keep nights readable
Once the lobby clears, the job is filing the PDF and answering anyone who needs the same checkout bill again.
Archive under guest and dates
Keep the PDF with that booking so room, nights, and extras stay together when accounts asks later.
WhatsApp a duplicate after checkout
Guests often ask from the airport. Reopen from Bill History and send the same stay bill without rebuilding the register.
Match stay records to the booking
Travel desks compare guest name, room nights, and extras to the reservation they placed. Clear lines stop follow-up calls.
FAQ
Questions from the front desk
Nights from dates, extras, advance in the discount field, GSTIN, and lost checkout bills.
How are nights calculated on the hotel bill?
Can I add laundry, food, or minibar as extras?
Where do I put an advance paid at booking?
What does GST None / GST / IGST change?
Can I issue a bill without hotel software or a PMS?
The guest lost the bill after checkout. Can I send another copy?
Can I switch currency on the hotel bill?
Do I need a subscription to download hotel bills?
You might also need
Create these bills next for a complete set of documents.