A shortlet invoice tells the customer what they owe, what it is for, and when and how to pay. Send a shortlet invoice when a guest asks to book, so they can pay before arrival. The free generator below is set up for shortlet apartment hosts: add your items, due date and bank details, then download the PDF or send it on WhatsApp.
What to include on a Shortlet Invoice
- Your business name, address and phone number
- Invoice number, invoice date and payment due date
- Guest name
- Each item with quantity, price and line total
- Total amount due
- Your bank name, account number and account name
- Check-in and check-out dates
Example: a filled Shortlet Invoice
A guest asks for a 2-bedroom apartment for 4 nights. The host sends an invoice for the 4 nights, the cleaning fee and a refundable caution fee, payable before check-in.
2-bedroom apartment (per night): 4 x ₦70,000 = ₦280,000
Caution fee (refundable): 1 x ₦50,000 = ₦50,000
Cleaning fee: 1 x ₦15,000 = ₦15,000
Total: ₦345,000. These amounts are examples; use your own prices.
Common mistakes to avoid
- Not writing the dates of the stay
- Mixing the refundable caution fee with the rent
- Holding dates without asking for payment by a deadline
- Sending the invoice without a due date
Need a different document?
- Customer has already paid? Give a shortlet receipt.
- Customer wants a price before deciding? Send a proforma invoice first.
How shortlet apartment hosts use an invoice
Shortlet hosts often take bookings on WhatsApp and Instagram. Guests pay before arrival, so an invoice with the booking details and bank account is the easiest way to confirm the price and the dates.
Writing the items on a shortlet invoice
List each item or service on its own line, for example 2-bedroom apartment, Caution fee, Cleaning fee, with the quantity and the price for one unit. The generator adds up each line and the total due. Below the items, add the date you expect payment and your bank details, so the customer can pay the moment they open the invoice.
Tips for shortlet apartment hosts
- Write the check-in and check-out dates and the number of nights.
- Put the refundable caution fee on its own line, so the guest knows it comes back.
- Ask for payment before a set date to hold the booking.
Getting paid faster
Invoices with bank details, a due date and clear item lines get paid sooner, because the customer doesn’t need to ask questions. Send the invoice the same day you agree the job, not days later.
Frequently asked questions
Should the caution fee be on the shortlet invoice?
Yes, on its own line marked "refundable", so the guest knows it will be returned after checkout.
How do I confirm a booking?
Send the invoice with the dates and your bank details. When the guest pays, give a receipt to confirm the booking.
Can I send this invoice on WhatsApp?
Yes. Download it as a PDF and send it in the customer's chat, then follow up there when the due date comes.
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