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Accounting and invoicing for accommodation and tourism

Guests book months ahead, pay a deposit, come in season and leave. Whoever offers rooms, tours or leisure bills in waves. Saldiqo issues deposit and final invoices, matches booking portal payouts and keeps ancillary costs in view.

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What comes up for accommodation and tourism businesses

Booking, deposit, stay

Months pass between booking and stay. The deposit has to appear on the final invoice, and the invoice has to be corrected on cancellation.

Companies and groups

Corporate customers, clubs and tour groups want an invoice with a payment term and sometimes several part invoices.

Payouts from portals

Booking portals pay out in bundles and with deductions. The receipt has to be matched to the bookings.

Season and ancillary costs

Laundry, cleaning, energy and breakfast are big items that add up over the season.

How Saldiqo helps

  • Deposit and final invoiceFrom the quote you create the deposit invoice. The final invoice deducts it.
  • Credit note on cancellationA cancellation invoice stays linked to the original invoice.
  • Match payments and payoutsUpload the bank statement, and Saldiqo suggests the matching invoice.
  • Receipts and ancillary costsPhotograph receipts and capture them as expenses, with a cost centre per house or room category.

Typical invoice lines

Examples that often appear on invoices in this industry. You set the prices yourself.

  • Overnight stay with breakfast, 3 nights
  • Final cleaning, flat fee
  • Deposit 30 % on the booking
  • Group package, 12 people
  • Visitor tax, passed through
  • Guided tour, half a day

Tax and invoicing in the UK

What applies to invoices in the UK, in short. As of October 2026.

VAT
Standard rate 20 %, reduced rate 5 % and zero rate 0 %. Saldiqo calculates each invoice line with the rate you pick.
VAT registration
You must register once your taxable turnover passes £90,000 over any 12 months, or you expect to pass it within the next 30 days. You can deregister below £88,000. Until you are registered, your invoices show no VAT, and Saldiqo adds up your 12-month turnover for you.
What goes on an invoice
If you are VAT registered: your VAT number, the tax point, unit prices and the VAT total in pounds. A limited company shows its registered name on every invoice, and its company number, registered office and part of the UK on letters, order forms and the website.
E-invoicing
There is no mandate today. From April 2029 e-invoicing is planned for all B2B and B2G sales that carry VAT, through Peppol. The exact date and standard are not yet in law, and the government’s roadmap follows with the Budget on 28 October 2026.
VAT returns
VAT returns go to HMRC through Making Tax Digital, usually quarterly, due one month and seven days after the period. Saldiqo shows sales and VAT per rate and exports CSV. It does not submit to HMRC, and for Making Tax Digital you need software recognised by HMRC.
Record keeping
Keep VAT records for 6 years.
Late payment
Statutory interest on late business payments is the Bank Rate (3.75 % in the second half of 2026) plus 8 points, so 11.75 %. On top comes fixed compensation of £40, £70 or £100, depending on the amount owed (under £1,000, from £1,000, from £10,000). Consumers have no statutory interest.
Getting paid
Your sort code and account number are on every invoice. Customers pay by Faster Payments or Bacs, and banks check the account name with Confirmation of Payee. There is no QR standard in the UK.

Frequently asked questions

Can I bill deposits for bookings?

Yes. The quote becomes the deposit invoice. The final invoice deducts the deposit.

How do I handle cancellations?

You write a cancellation invoice or credit note for the original invoice. It stays linked to it.

Do accommodation and tourism businesses in the UK have to charge VAT?

Only once they are VAT registered. Registration is required when taxable turnover passes £90,000 over any 12 months, or is expected to within the next 30 days. Below that you may register voluntarily. If you are not registered, you must not show VAT on your invoices.

Do accommodation and tourism businesses in the UK need e-invoicing?

Not today. A mandate for B2B and B2G sales with VAT is planned from April 2029, and the details were still open as of October 2026. You can keep sending PDF invoices for now.

How long should accommodation and tourism businesses keep invoices?

Keep VAT records for 6 years. You can store receipts digitally in Saldiqo. The legal duty to keep records stays with you.

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Write invoices, match payments, collect receipts and send reminders: free and without a trial period.

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As of October 2026. General information, not legal or tax advice, without guarantee. For your case ask your tax adviser.