With the development of seasonal rental sites like AirBNB, the ways of traveling and accommodation have greatly evolved. Many professionals use AirBNB in particular for accommodation during short trips, for example. For the latter as for the owners, invoices allow them to keep their accounts up to date. Our Nice concierge explains how to easily and quickly obtain an AirBNB invoice.
What are invoices for on AirBNB and vacation rental sites?
If you are an owner, when a traveler makes a reservation within your vacation rental on AirBNB, and once you confirm this reservation, an AirBNB invoice will be generated as proof of payment. This will allow you to keep up to date in your accounts and keep a visual on the evolution of your seasonal rental if you wish to do it manually. "Several owners rely on applications or sites directly to keep track," explains Marie Tortorollo, director of our Nice concierge. Others prefer to do it the traditional way, keeping their invoices up to date”.
As a traveler, you may need to edit an AirBNB invoice for several reasons. First of all, if you want to keep track as a customer and keep track of your reservation, it is possible. Then, in the event of a problem with your reservation or with your property, the invoice may be requested. Finally, if you are traveling for business, the AirBNB invoice may be requested by your employer in order to reimburse you once this trip has been made. The invoice includes all the important elements specific to a reservation on AirBNB.
What supporting documents for a reservation on AirBNB?
Invoicing on the platform has a specific operation: AirBNB issues only one invoice including VAT, and this is linked to the service fees. If you are an owner, you can retrieve a receipt on the platform. On the other hand, if the guest asks for a rent invoice including tax, you must deliver it yourself as the host. When a traveler books your property and you confirm their booking, a receipt will be sent to you automatically. It is possible to download it directly from the platform and print it. Generally in PDF format, you will find the main elements concerning the reservation:
- the first and last names of the owner
- the surnames and first names of the traveler
- the address of the rental accommodation
- the dates of stay
- the total price of the stay detailed: Airbnb fees, service fees
- the method of payment chosen by the traveler
This receipt is for the host only. In addition, upon confirmation of the reservation, the traveler, for his part, will also automatically receive an AirBNB invoice summarizing:
- the detailed costs of the reservation
- information about the deposit and related costs
- the address of the accommodation
- the time of arrival at the premises
- key recovery information
- housing regulations
- AirBNB contact details
However, this receipt does not yet constitute an official invoice that is authentic and can be used legally by the tenant. Indeed, according to its definition, the receipt cannot be used as an expense report. It just serves as an acknowledgment of the full cost incurred on a product or service.
How do I get an AirBNB invoice with VAT?
The invoice issued by AirBNB is for the service charge. In fact, when a traveler books accommodation on AirBNB, in addition to the stay, they must also pay a service fee to the platform. These are AirBNB commissions. Like the automatic invoice, the VAT invoice is also provided by AirBNB. It is therefore downloadable from your account. It should be noted that once it is issued, it is impossible to modify the VAT invoice. You should also keep in mind that although it is official, this AirBNB invoice cannot justify rent.
How to obtain a rent invoice including VAT (with or without VAT)?
The rent invoice including tax is the only invoice that works to justify your rent. Yet it is also the only one that AirBNB is unable to provide. “Very often, travelers request it in order to legally prove their reservation,” explains Marie Tortorollo, director of our concierge Nice. And as guests, you also need this invoice for accounting and declarations”. If you are owners, you will need to edit an AirBNB invoice. The platform is indeed presented as an online accommodation service that only allows individuals to connect (owners and travelers).
The platform can therefore charge only the related fees, i.e. the AirBNB service fees which are the subject of an invoice with VAT. It is not up to the traveler to edit an AirBNB invoice, but rather up to the host who collects the rent and who must therefore remit the VAT to the tax department if necessary. When you have to edit an AirBNB rent invoice, it is essential to detail the various costs incurred as part of the reservation. Your invoice must therefore state the following information:
- a mention at the top of the invoice “Seasonal rental invoice” or “Holiday rental invoice”
- the date of issue of the invoice
- the invoice number (following the chronological order provided by your invoicing software)
- contact details and information about the host and the traveler
- the SIREN or SIRET number and the registration number in the commercial register of companies (RCS) of the owner (if the rental is part of a profession)
- the total number of travelers present in the accommodation during the stay
- VAT
- the address of the accommodation
- the dates of the stay: arrival date and departure date
- the number of total nights
- the total rental amount
- the price with details of the costs: always mention the VAT even if its value is 0%, always specify the tourist tax although it is collected by AirBNB.
- payment method
- the signature of both parties (owner and tenant)
How to recover an AirBNB invoice when you are an owner?
To obtain an AirBNB invoice, nothing could be simpler, as explained by Marie Tortorollo, director of our Nice concierge service: “All invoices are accessible in your personal space, and you will find them under each of your reservations. Searching through the menus and sub-menus will get you there quickly. » As for the rent invoice including tax, you will have to edit an AirBNB invoice yourself because it is not provided by the seasonal rental platform. On it you must mention the amount of the rent, the cleaning costs (if applicable), all the additional costs requested via the resolution center as well as the mandatory information that we mentioned above.
While getting an AirBNB invoice might seem like a hassle at first, just take some time to deal with it and make sure you do it right, so you don't get lost in the middle of it. all the different existing invoices. Once again, the key to avoiding problems is communication between the host and the tenant, which will greatly facilitate the editing and sharing of the various invoices. Do not hesitate to use a template or invoicing software to edit an AirBNB invoice without making the slightest error.
