Need to Send a Vrbo Receipt? Here’s the Free Template Every Host Should Use

Managing a vacation rental involves wearing many hats. You are a host, a cleaner, a marketer, and inevitably, an accountant. While hosting on Vrbo simplifies the booking process, the financial paperwork can sometimes feel disconnected.

One common pain point for hosts is handling guest requests for documentation. When a business traveler or a conscientious guest asks for a receipt, you need to be ready. Unlike a standard hotel, Vrbo doesn’t always handle the full paperwork for you.

To look professional and keep your finances in check, having a reliable Vrbo receipt template is essential. In this guide, we will break down exactly how Vrbo receipts work, explain why you need to provide them, and offer a free Vrbo invoice template to streamline your operations.

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Don’t see the form to download our Vrbo receipt template? Click here.

Does Vrbo give a receipt?

Vrbo provides a receipt for the service fee they charge the guest, but they do not automatically generate a comprehensive invoice for the rental accommodation costs on behalf of the host.

While Vrbo facilitates the transaction, the contractual agreement for the stay is between you (the host) and the guest. Therefore, if a guest requires a detailed breakdown of the nightly rate, cleaning fees, and local taxes for their employer or tax records, the responsibility falls on you to create it.

Vrbo sends a confirmation email labeled “Receipt” to guests upon booking. However, this is often insufficient for corporate reimbursements or Value Added Tax (VAT) purposes because it may not break down the specific host-collected taxes or separate your earnings from the platform fees clearly enough for strict accounting standards.

Why providing a Vrbo receipt is important

You might wonder why you need to do extra paperwork if the money is already in your bank account. However, issuing Vrbo receipts is an important part of running a legitimate hospitality business for multiple reasons:

1. Attracting business travelers

Business travelers are a lucrative demographic. They tend to book mid-week, cancel less often, and treat properties with respect. However, they almost always require a formal Vrbo invoice to get reimbursed by their company. If you cannot provide one, you risk losing repeat business from corporate guests.

2. Tax compliance and VAT

Depending on your location, you may be required by local law to issue an invoice for every transaction. This is particularly true in Europe and countries with value-added taxes (VAT). A Vrbo invoice template ensures you are capturing the necessary tax identification numbers and tax rates to stay compliant with local authorities.

3. Professionalism and brand trust

We believe in empowering hosts to build independent brands. Sending a branded receipt elevates you from a “hobbyist” to a professional property manager. It shows the guest you are organized and trustworthy.

4. Dispute resolution

A clear receipt serves as proof of exactly what was paid for. If a dispute arises regarding cleaning fees or pet fees later, a signed and sent receipt can serve as a secondary record of the agreed-upon charges.

Vrbo receipt vs. Vrbo invoice: What’s the difference?

The terms are often used interchangeably, but there is a technical difference in accounting.

• Vrbo invoice: A request for payment. This is sent before the transaction is finalized. While Vrbo collects payment upfront, you might send an invoice if you are collecting extra fees directly (like a late checkout fee or firewood charge) outside the platform.
• Vrbo receipt: Proof of payment. This is issued after the payment has been successfully processed. It confirms that the host has received the funds.

For the purpose of most guest requests on Vrbo, they are looking for a receipt, proof that they paid for their stay. However, our downloadable file serves as a dual-purpose Vrbo invoice template that can be adapted for either need.

How do I write a receipt template?

To create a professional receipt that satisfies corporate accountants and tax auditors, you must include specific data points. Writing “paid” on a napkin simply won’t suffice.

A valid receipt template should always include the following information:

• Header: The word “INVOICE” or “RECEIPT” clearly displayed
• Host information: Your full name (or business name), address, phone number, and email
• Guest information: The guest’s full name and address
• Invoice/receipt number: A unique identification number for your records
• Dates: The date of issue and the dates of the guest’s stay (check-in and check-out)
• Property details: The name or address of the rental unit
• Line item breakdown:
  • Nightly rental rate x number of nights
  • Cleaning fee
  • Pet fee (if applicable)
  • Extra guest fees
• Taxes: Local occupancy tax, VAT, or tourist tax (specifically the portion you remit, not necessarily Vrbo’s service fee tax)
• Total amount: The final sum paid by the guest
• Payment method: Note that it was paid via Vrbo

Where to find Vrbo service fee invoices

Sometimes, a guest may be confused and actually be looking for the receipt regarding the fee Vrbo charged them (the service fee). Or, you might need your own invoice for the commission Vrbo charged you.

For hosts (commission invoices)

To download your invoices for the commission fees you paid to Vrbo:

• • 1. Log in to your Vrbo dashboard.
    2. Navigate to Property Manager.
    3. Select Financial Reporting or My Account.
    4. Look for Tax Invoices or Commission Invoices.

For guests (service fee receipts)

If a guest asks you for the service fee receipt, you can direct them to their own traveler account:

• • 1. Ask them to log in to their Vrbo account.
    2. Go to My Trips.
    3. Select the specific reservation.
    4. Click on Payments or View Receipt.

However, remember that this document may not satisfy a guest who needs a full breakdown of the rent you charged. That is where our free Vrbo receipt template comes in handy.

Using the Lodgify Vrbo receipt template

We want to make your life easier. Instead of creating a document from scratch every time a guest asks, we have created a customizable Vrbo receipt template for you.

What’s included in the template?

Our template is designed to be plug-and-play. It includes fields for all the essential information mentioned above.

Benefits of using this template:

• • • Saves time: No need to worry that you’ve forgotten to add something.
    • Reduces errors: Ensure you never forget to include a tax ID or check-out date.
    • Professional look: Send a clean, branded PDF rather than a messy email text.
    • Totally free: We believe in accessibility. This free Vrbo invoice template is yours to use.

How to use it

• • 1. Download the template using the form below.
    2. Save a “master copy” on your computer.
    3. When a guest requests a receipt, open the master copy.
    4. Fill in the guest’s details and financial breakdown.
    5. Save as a PDF file (e.g., `Receipt_Smith_Oct2023.pdf`).
    6. Email the PDF to your guest.

Automating your Vrbo invoices and receipts

Using a template is a great first step. But as you grow your business from one property to five or more, filling out manual templates becomes time-consuming.

Automation is the key to scaling.

With vacation rental software like Lodgify, you can automate the entire invoicing process. Our property management software (PMS) connects directly with your booking channels, including Vrbo, Airbnb, and Booking.com.

How Lodgify helps:

• • • Auto-generated invoices: The system pulls booking data and automatically generates a professional invoice.
    • Scheduled emails: You can set up automated messages to email the receipt to the guest the morning of check-out.
    • Unified accounting: Keep track of all payments and invoices in one central dashboard, regardless of which channel the booking came from.

By automating this process, you free up time to focus on what matters most: providing an incredible guest experience.

Take control of your paperwork

Running a vacation rental business requires attention to detail. While Vrbo handles the marketing and the transaction, the responsibility of being a professional host lies with you.

Providing clear, accurate Vrbo invoices and receipts protects your business, satisfies your guests, and keeps your accounting organized. Whether you stick to our manual template or upgrade to fully automated software, taking charge of your financial documentation is a power move for your business.

Ready to get started? Download the Vrbo invoice template below.

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Don’t see the form to download our Vrbo receipt template? Click here.

The post Need to Send a Vrbo Receipt? Here’s the Free Template Every Host Should Use appeared first on Vacation Rental Owners & Property Managers Blog – Lodgify.

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