Automated Guest Invoicing with VAT & E-Invoice Compliance

A business traveler stays at your apartment in Frankfurt for 5 nights and asks for a proper invoice for their expense report. You scramble to create one in Word - hoping you calculated the 7% accommodation VAT and 19% cleaning VAT correctly. Is that even right? It is, but the stress is unnecessary.

Xentra's Guest Invoicing module generates professional, tax-compliant invoices automatically from booking data.

How Auto-Generation Works

Invoices are auto-generated from booking data with configurable rules: which bookings get invoices, when to generate (on booking confirmation or checkout), and which line items to include. Each invoice contains:

• Guest name and booking reference
• Accommodation: nights × nightly rate (7% VAT in Germany)
• Cleaning fee (19% VAT)
• Extra guest fees, pet fees (19% VAT)
• Tourist tax (pass-through, no VAT)
• Full VAT breakdown with net and gross amounts

Branded Professional Templates

Your company logo, name, address, tax ID (Steuernummer/USt-IdNr.), and bank details are applied automatically. The result is a professional invoice that corporate guests and accountants expect.

Credit Notes

For partial refunds, cancellations, or rate adjustments, generate credit notes linked to the original invoice. The credit note references the original invoice number and states the reason - maintaining a clean, auditable financial trail.

E-Invoice: XRechnung Compliance

For B2B clients and government agencies, Xentra generates invoices in XRechnung format - the German e-invoicing standard. This opens the door to corporate and government bookings that require structured electronic invoices.

Real-Life Example: The Corporate Account

A consulting firm regularly books your apartments for their employees visiting Frankfurt. They require XRechnung invoices with their purchase order number. With Xentra:

• Each booking auto-generates a compliant invoice
• You add the PO number in the booking notes - it appears on the invoice
• Export as XRechnung XML and send to their AP department
• The firm's bookkeeper processes it automatically - they love you
• Repeat business follows because you're the easiest supplier to work with

Key Benefits

• Every booking produces a tax-compliant invoice - no manual creation
• Correct VAT rates (7% accommodation, 19% services) applied automatically
• Credit notes maintain an auditable financial trail
• Branded invoices make your business look professional
• XRechnung compliance enables corporate and government bookings

"Receive a proper tax invoice for business travel expense reports. Clear line items show exactly what you're paying for - no hidden fees."

Start your free trial and let Xentra handle your invoicing. See also our complete accounting guide.