AvoVacation Rental Receipt Template (Free Fillable PDF)
Guests ask hosts for receipts to expense a work trip, to claim a travel reimbursement or because the platform's receipt does not show what their company needs: the property address, the nights, the taxes broken out. Direct-booking hosts need to issue one anyway. This template covers both: nights and rate, cleaning fee, occupancy tax, security deposit and what was actually paid.
Free, fillable, US Letter. No email, no sign-up. Fill in the property once. For each stay change the guest, the dates and the lines.
What the PDF looks like. Hints in the line table show what a host usually receipts; type over them.
What to include on a vacation rental receipt
- Host or company name and contactIf you collect occupancy tax yourself, add your registration number.
- Guest nameThe traveler who will submit the receipt, which may not be the booker.
- Property addressCorporate expense systems reject lodging receipts without an address.
- Check-in and check-out dates, number of nightsThe nights, not just the booking date.
- Nightly rate × nights, cleaning fee, extrasPet fee, extra guest, early check-in on their own lines.
- TaxesOccupancy or lodging tax with the rate, separately: this is what the guest's accountant is looking for.
- Security deposit and amount paidShow the deposit as held or refunded, and the total actually charged with the payment method.
Example vacation rental receipt
What was paid for, one line each, then the amount received and the balance still open. For a payment in full the balance is zero.
| Description | Qty × rate | Amount |
|---|---|---|
| Lodging, 2-bedroom cottage, Mar 10–14 (4 nights) | 4 × $185.00 | $740.00 |
| Cleaning fee | 1 | $120.00 |
| Lodging tax 9% | $77.40 | |
| Amount received | $937.40 | |
| Balance remaining | $0.00 | |
How to use the template
- Download the PDFFillable form: opens in any PDF reader on a computer or a phone.
- Fill in your details onceName, contact, the fields in the header. Save it as your master copy.
- Issue one per paymentChange the payer, the date paid, the lines and the amount received. Export, send, keep a copy in the host's file.
Fill it on your iPhone in a minute instead
Avo keeps your clients and your usual line items, so the next invoice is three taps. Your first three documents are free, full-quality PDF, no watermark. Premium from $59.99/year if you invoice often.
Scan the code with your iPhone camera to open Avo in the App Store, or email yourself the link.
Questions
Can I get a receipt from Airbnb for my stay?
Airbnb issues a receipt in the app under Trips, but it shows the platform's totals and often not the property address or tax detail that an employer requires. Many hosts provide their own receipt on request; this template is for that.
Should a vacation rental receipt show taxes separately?
Yes. Lodging and occupancy taxes are the lines business travelers are reimbursed for differently, and if you remit the tax yourself the breakdown is your own record for the return.
How do I show the security deposit?
As a line marked “held” on the receipt at check-in and “refunded” with the date on the final receipt. If part was kept for damage, show the amount kept and what for.
What if the client paid part of the amount?
Issue a receipt for the amount actually received and show the balance remaining on it. When the rest arrives, issue a second receipt that references the first.