Charge Receipt and Invoice Templates System

The Hostaway Guest invoicing system allows you to set up customized charge and final invoice templates in your account.

Please follow these steps to find Document Templates:

1. Go to your Hostaway Dashboard > Reservations
2. In the left sidebar, click on Guest Payments
   
   
    
3. From the available tabs, click on Document Templates
4. Find the templates for Invoices, Charge Receipts, and Refund Receipts

Document Templates (Standard/Informative)

These are the standard and informative templates that Hostaway generates automatically to manage visual communication with your guests.

• What are they for? They are used exclusively to customize the visual format (colors, logo, and basic contact information) of the payment receipts (Receipts) and standard invoices that the system issues after a reservation or payment.
• Recipient: The guest. This is the document your customers will see in the Guest Portal or receive by email as proof of their transaction.
• Important: Please note that these templates are for informational and design purposes only. They do not have complex tax validity, nor do they comply with the legal requirements demanded by tax agencies in countries with strict electronic invoicing regulations.

If you need to issue legal invoices with tax validity (such as under VeriFactu or SDI regulations), you must use the E-Invoicing module in the Invoices > Settings section.

Automatic Generation & Flexibility

Hostaway simplifies your guest billing by automatically generating a downloadable PDF for every reservation. The system pulls in financial data, reservation breakdowns, and guest information into a clean, professional document.

• Real-time Updates: If you add upsells or extra items during a guest's stay, they are automatically included in the final version of the invoice.
• Flexible Sharing: You can share the final invoice PDF with your guests at any stage—before check-in, during their stay, or after check-out.

Personalization Options

Tailor your receipts and invoices to match your brand and operational needs:

• Brand Identity: Upload your company logo and adjust the colors to match your look and feel.
• Flexible Contact Details: Choose to show a general company name or use listing-specific contact persons, phone numbers, and email addresses.
• Additional Information: Add custom notes, such as bank account details for direct transfers.
• Dynamic Fields: Use custom fields from the listing or reservation level to display specific details on the document.

How to Access the Documents

Whether you use automated scheduling or manual charging, the documents are instantly available:

• For Hosts: Download a copy directly from the charge items within any reservation.
• For Guests: Invoices and receipts are automatically available for guests to download via their Guest Portal link.

⚠️ Important: Best Practices for Stripe Users

To ensure your payments stay synced and to avoid guest frustration, please keep all financial activity within Hostaway.

Stay Centralized

• Process Everything in Hostaway: Avoid creating invoices or collecting payments directly in your Stripe dashboard.
• Keep Profiles Linked: Only use the Stripe customer profiles that are automatically generated and linked to your Hostaway reservations.

Why this matters: Prevent Double Charging

Hostaway automatically manages your payment schedule using the card stored in Stripe. If you charge a guest directly through Stripe, the system may still attempt to process scheduled or pending charges in Hostaway, potentially charging your guest twice for the same stay.

What if I already charged a guest in Stripe?

If you have already processed a manual payment in Stripe, you must immediately:

1. Open the reservation in Hostaway.
2. Cancel any scheduled, failed, or outstanding charges for that reservation.

This ensures Hostaway does not try to collect the same funds again.