Hotel Banquet & Event Invoice Format.

Searches for a hotel invoice format cover two different papers. One is the guest folio printed at checkout, running night by night. The other is the banquet or event invoice sent to a company after a function, a bundle of hall, food, rooms and equipment. They share a letterhead and little else. Either one is a tax invoice, so it needs your name, address and GSTIN, a serial number up to 16 characters, the date, the guest or company name, the recipient's GSTIN if registered, the SAC, taxable value, rate and the CGST and SGST or IGST amounts, and a service invoice must be issued within 30 days, as ClearTax and TaxGuru summarise Rules 46 and 47. Food lines add one more field, the 14-digit FSSAI number. The Excel in this page holds both documents as sheets, and the Word file is the printable version for a front desk that still uses stationery.

The slab is the number that trips most front desks. From 22 September 2025, a room valued at ₹7,500 or less per night is taxed at 5% without input tax credit for the hotel, and a room above ₹7,500 at 18%, as TaxGuru's coverage of notification 15/2025 sets out. The middle 12% slab is gone. The test runs per room per night, so a single stay can carry two rates. Take the folio sheet: three nights at ₹6,800 carry ₹1,020 of GST, two restaurant dinners of ₹2,400 at 18% carry ₹864, and ₹600 of laundry at 18% carries ₹108, so ₹25,800 becomes ₹27,792. Move the last night to a ₹8,200 room and that night alone carries ₹1,476. Where exactly ₹7,500 falls, and whether an extra bed or a discount changes a night's value, is a reading of the notification for your CA. Do not price a room at ₹7,500 flat and hope.

Rooms decide more than their own tax. Since 1 April 2025 a hotel is specified premises if any unit was supplied above ₹7,500 a day in the preceding financial year, or if it filed the declaration between 1 January and 31 March, or within 15 days of registering. At specified premises, restaurant food and hall-plus-food banquet packages are 18% with credit. At every other hotel they are 5% without credit. Run the sample banquet, ₹1,80,000 of hall and ₹1,42,500 of lunch, through both. At a specified-premises hotel the GST on ₹3,22,500 is ₹58,050. At a hotel below the line it is ₹16,125. That is ₹41,925 of difference on the same ballroom and the same buffet, and the buyer's finance team will spot it when they compare quotes from two hotels.

Here is the same offsite at a hotel that sells rooms at ₹6,200 and has not declared. Ten rooms for two nights is ₹1,24,000 at 5%, which is ₹6,200. The ballroom and lunch, ₹3,22,500, are 5% again, ₹16,125. The sound and LED wall stays an event service at 18%, so ₹55,000 carries ₹9,900. Total GST is ₹32,225 on ₹5,01,500, and the invoice comes to ₹5,33,725 against ₹6,46,050 in the sample. Two rates on one invoice is normal. Do not average them into a blended figure. Also avoid a single all-in conference package price covering rooms, meals and hall, because TaxGuru's GST 2.0 FAQ says a bundle is taxed at the rate of its principal supply, usually the accommodation, and that surprises buyers. Quote lines separately unless your CA advises a bundle.

A corporate accounts team asks one question first: can we claim the GST? Where the hotel bills 18% with the company's GSTIN on the invoice, credit on hall hire and rooms used for business is generally open to them. Food is different, because Section 17(5)(b) blocks credit on food, beverages and outdoor catering unless an exception applies, and an itemised invoice makes the food line easy for their auditor to isolate. On the sample, the lunch carries ₹25,650 of GST, the piece most likely to be questioned. That is their CA's call, but expect the question and keep your lines clean. Also remember place of supply: for rooms and banquets it is where the hotel stands, so a company registered in another state receives CGST and SGST it cannot use in its own state, and needs a registration in the hotel's state to take that credit.

Advances arrive in parts, and each part needs a receipt voucher issued on the day the money lands. The sample deducts ₹1,50,000 against voucher RV-0187, leaving ₹4,96,050 on an invoice of ₹6,46,050. A different trap sits on the restaurant bill: the consumer protection authority's July 2022 guidelines, upheld by the Delhi High Court in March 2025, treat a mandatory service charge on hotel and restaurant food as an unfair practice. If your banquet contract carries one by negotiation, show it as a named line in the signed quote and do not add it silently at billing.

Which file to use depends on who is typing. The sales office that raises banquet invoices should use the Excel: choose a category for each line, and the SAC and the rate fill in, so a mistyped 12% has nowhere to hide. The front desk that prints guest bills on hotel stationery will get on faster with the Word format, which has the slab table and a one-page cheat sheet. Keep one workbook per financial year and change the invoice number prefix, so HTL/2627/01142 is the 1,142nd invoice of 2026-27. On the Rules sheet, flip the specified-premises cell to No and every food and banquet line recalculates at 5%, which is a quick way to price a quote for two properties in one afternoon.