AirBNB invoices: A Step-by-Step Guide

Learn how to automate invoice Airbnb guests and manage guest communications efficiently. This tutorial shows that the welcome letter sent to AirBNB guests is automated now! Though the invoicing process hasn't changed, this can just serve as a general reminder and example of how we do them, but mainly I did this to explain that the welcome letter is now automated. SCIs will soon be automated, but not yet.

10 Apr 2025 By Tim Moody

In this guide, we'll learn how to invoice AirBNB reservations (nothing new here, just another example). This updated tutorial will also explain that I set up an automated system that sends a confirmation email five minutes after a reservation is made. Automating this task can save time and ensure that guests receive timely communication, enhancing their experience. We'll also explore how to manage reservation modifications and handle Airbnb fees using QuickBooks. This guide aims to streamline your Airbnb hosting tasks, making them more efficient and less time-consuming.

Let's get started

If you already know how to do these, not much has changed. But I'll paste a quick list of what HAS changed, beginning with something that changed AFTER this guide was made!

- AIRBNB COLLECTS TAX FOR US NOW. This is the change that happened AFTER this guide. Every line item needs to be non-taxable, since airbnb collects and pays on our behalf.
- Welcome Letters (confirmations) are AUTOMATED. You do not need to send one at all, details below.
- SCIs are BECOMING AUTOMATED. Only Osgood and Otis currently are, I'm testing the waters before doing all of them, but all shall soon be automated. They become available to the airbnb guest 48 hours before check-in (the way airbnb does it, and unfortunately I don't see a way to make it further out)

Step #1: Behold! A new reservation, made through AirBNB! — Behold! A new reservation, made through AirBNB!

This guide doesn't cover anything new in terms of processing their invoice, but it's an updated version you can follow if needed. I wanted to create this because I'm making some changes on Airbnb - only one is implemented so far, but I will show you.

It's currently 3 PM, and I'm just now invoicing an Airbnb reservation that came in this morning around 10 AM.

Step #2: Arrived "Sun 3/9/2025 9:59 AM" — Arrived "Sun 3/9/2025 9:59 AM"

We no longer need to send a confirmation manually, as it is sent automatically five minutes after a reservation is made. You can see that this email came through, indicating the reservation was made around 9:59 a.m. I'm going to open the browser.

Step #3: Click here if you're a Vivaldi freak. 👀 — Click here if you're a Vivaldi freak. 👀

Here, I have the message with this guest displayed. You can see there's a message from us. It also indicates that the guest has read this message, in case you didn't know it does that.

We know they saw it because it indicates "read by Alexis" at the bottom of the message. Scrolling up, I see our message was sent to the guest at 10:03

It's scheduled to go five minutes after booking and it did (...4 minutes...but likely due to a 1 minute delay in receiving the email notification). I might adjust this in the future, but I was curious if it would work.

Having used Airbnb extensively as a guest, I find automated confirmations valuable. I appreciate receiving them automatically. It establishes a chat, allowing guests to message us anytime. We'll get notifications on the company cell phone and should check Airbnb online periodically.

In my ~~baby~~ Vivaldi browser, I keep it tiled alongside Cardpoint.

Step #6: I love Vivaldi for this feature! — I love Vivaldi for this feature!

In Chrome, that's not possible. I recommend keeping it open though in its own tab. If I were using Chrome, I would log in for the day and just check the tab sometimes (or be vigilant with the phone, since it does ping us like a text message if we get a message on there).

Step #7: Click on "AirBNB" — Click on "AirBNB"

When I visit the website for the first time, it directs me to the dashboard area. If I click on messages, I can see the chats with guests.

Step #8: Click on "Messages" — Click on "Messages"

You can also find it on the app on your phone. Additionally, notice how it says "alteration request accepted"? She is now confirmed for two guests.

Step #9: "Alteration request accepted" — "Alteration request accepted"

Check this out. Let me show you in the email.

Step #10: The original reservation was for three nights, from Tuesday, March 18th, to Friday, March 21st, in Osgood. — The original reservation was for three nights, from Tuesday, March 18th, to Friday, March 21st, in Osgood.

Step #12: Later, this email arrived. — Later, this email arrived.

Actually this second email only came through once I processed it. However, Airbnb notified me, saying they were trying to make a modification. I initially struggled to understand what they were changing because the dates remained the same, as did the cabin.

I realized they only changed the reservation by adding a second guest. I've never seen that happen before, though I've added a second guest myself when staying somewhere. So I understand what they did and why, but it's uncommon because as a host, I've never seen it, but you do need to approve it if they add one, it seems. I wish I had recorded the process to show you. It's very simple. You get a prompt on Airbnb, and you check to ensure you approve the change.

There might be a change in dates or something else. In this case, they just added a second guest (so we just hit accept and go on with our day lol). Although I mentioned being confused, it was clear they were simply adding another guest. Since I hadn't seen it as a host yet though, I double-checked to ensure I wasn't missing anything. But no, that was the only change.

As far as we're concerned, it wasn't really a change. However, Airbnb needed to approve it. Then, we received an email stating it had been modified.

This restates all the information from the original. However, I will still refer to the original as I process this, although if the change had actually, you know, changed something that matters, I would go off of it. In this instance it just doesn't matter.

I will create an account for them.

When I enter their phone number, I usually copy and paste it from the email. Often, it's formatted without spaces, so I add spaces or hyphens. You can use hyphens if you prefer. The key is to make it easier to read than having all the numbers run together.

Step #16: Click on "14137688966" — Click on "14137688966"

Step #17: Sometimes this happens automatically, but often it does not. Also, note that Airbnb does not provide an email address. — Sometimes this happens automatically, but often it does not. Also, note that Airbnb does not provide an email address.

That's why we need to monitor Airbnb directly through their messenger app.

Digression - Unified Inbox...a dream for the future...

As a side note, while WPC can't afford this at the moment, I hope to one day make this a reality.

Eviivo offers a module with a unified inbox where messages from Booking.com, VRBO, Eviivo, and Airbnb are centralized. This allows us to reply to all messages from one location in Eviivo. It's an amazing feature, and I hope we can swing it, as it's one of many valuable perks I'm interested in. The module in question would also allow us to automate SCIs across the board, etc, not just for AirBNB but all bookings.

With Airbnb, I am in the habit of watching closely. However, this is not the case with Booking.com. Logging into Booking.com is problematic. We can access it, but it's tedious, obnoxious, and time-consuming.

Having a central unified inbox would be a huge help honestly.

Back to the main topic.

Step #18: As for the lack of a provided email, leave it blank. However, after check-in, if the registration form doesn't include an email, I would then write "N/A" to indicate "not answered." — As for the lack of a provided email, leave it blank. However, after check-in, if the registration form doesn't include an email, I would then write "N/A" to indicate "not answered."

Leaving a field blank on purpose during reservation acts as a flag. If it's still blank after their stay, it indicates we might not have reviewed their form closely or added the necessary information.

Another example is the address. Airbnb does not provide the guest's address, so I won't add one. We only have their name and phone number.

Step #19: I like to hit copy and then okay, so the name appears in this area too. — I like to hit copy and then okay, so the name appears in this area too.

Step #21: Just like that. — Just like that.

After checking in an Airbnb guest, I would write N/A in both the address and the email, if the guest doesn't provide this info on the registration form. Leaving them blank for now serves as a cue that becomes important during the monthly audit. Blank indicates we may have not paid attention during check-in, N/A means we did, but they did not provide the info.

This is the same principle as the rep field ("Promo" is the name, sorry! "REP" is the exact same thing, but on the invoice directly we managed to relabel it "Promo"). We always leave this section blank until they have checked in.

Step #22: It's the same concept. — It's the same concept.

After they've checked in, during the monthly audit, if we notice a blank field on the invoice, it signals us to check their form. I would then review their form and note "not answered" if they didn't respond, or select one of the other options if they did.

Anyway let's prepare this invoice.

Step #23: Just a quick reminder: we run reports and filter by the booking date. So, it's crucial that this date follows the exact format as shown here (mm/dd/yyyy) such as using 03 instead of just 3. — Just a quick reminder: we run reports and filter by the booking date. So, it's crucial that this date follows the exact format as shown here (mm/dd/yyyy) such as using 03 instead of just 3.

Step #24: This differs from the memo notation below, where not using the full format is acceptable. Personally, I don't use the full format, and I'm open to criticism for that. However, I find the following notation perfectly fine. — This differs from the memo notation below, where not using the full format is acceptable. Personally, I don't use the full format, and I'm open to criticism for that. However, I find the following notation perfectly fine.

To me, that's more than sufficient, as I wrote it there. However, it's different in the booking date field because this is a field where we can sort reports. It needs to be consistent and in the full MM/DD/YYYY format.

Step #25: Just a quick reminder as to what and why :) — Just a quick reminder as to what and why :)

I want to discuss the invoice structure.

Step #26: I created a (blank for the moment) line between the subtotal and the cabin line above: — I created a (blank for the moment) line between the subtotal and the cabin line above:

Step #27: Using the same item as for the cabin: — Using the same item as for the cabin:

I've set up the structure to include the Airbnb fees here because I've created a line with the item. However, until I add it, the total of this invoice is $311.85

Step #28: Click on "311.85" — Click on "311.85"

Step #29: That is the same as Eviivo's email indicated. — That is the same as Eviivo's email indicated.

However, remember that Eviivo's email notification does not include Airbnb fees. I need to account for those. To do that, I'll return to Chrome. There are multiple ways to access this information.

Step #30: YES, you see correctly...SomaFM is playing 😎🎵 — **YES, you see correctly...SomaFM is playing 😎🎵**

Step #31: One way is through the messages, where we looked earlier to confirm that the automated welcome letter worked correctly. On the far right, you'll see their reservation details. — One way is through the messages, where we looked earlier to confirm that the automated welcome letter worked correctly. On the far right, you'll see their reservation details.

Scroll down to find the information you're looking for. But, the first fee you'll notice is the guest service fee.

Step #32: This is an additional charge on top of everything else, representing the actual cost to the guest. — This is an additional charge on top of everything else, representing the actual cost to the guest.

Step #33: They paid an additional $42 essentially on top of our charge. — They paid an additional $42 essentially on top of our charge.

Step #34: At least $42 is amusingly the answer to life. — *At least $42 is amusingly the answer to life.*

Anyway, the host service fee is 3%, which we pay to AirBNB--or rather, they deduct it from our payout.

Step #35: Click on "Host service fee ( 3.0 % )" — Click on "Host service fee ( 3.0 % )"

Step #36: In this case, it's $8.91 — In this case, it's $8.91

Step #37: Our actual payout should be $302.94! That's what we need QuickBooks to indicate, as they are deducting that fee from our payment. — **Our actual payout should be $302.94!** That's what we need QuickBooks to indicate, as they are deducting that fee from our payment.

It's not a fee we pay directly, per se. It's deducted automatically because Airbnb holds our money. We receive our payment only after the guest checks in, minus the host service fee. (NOTE: this is why AirBNB payments are dated into the future - the day after check-in)

Step #38: Go back into QuickBooks and type out a notation on that extra line I created earlier. It doesn't have to be perfect, just make it clear what it is. — Go back into QuickBooks and type out a notation on that extra line I created earlier. It doesn't have to be perfect, just make it clear what it is.

Step #39: Then, type the rate as a negative number, such as -8.91 in this case. — Then, type the rate as a negative number, such as -8.91 in this case.

Step #40: Don't forget to include the class here and ensure it matches the class used for the cabin rental itself. — Don't forget to include the class here and ensure it matches the class used for the cabin rental itself.

Step #41: Now, this specific line needs to change to non-taxable. — **Now, this specific line needs to change to non-taxable.**

Step #42: Click on "Non - Taxable Sales" — Click on "Non - Taxable Sales"

Step #44: Should match this: — **Should match this:**

Step #45: Copy the cabin and date range notation. — **Copy the cabin and date range notation.**

Step #46: Ensure it is pasted in this memo field as well. — **Ensure it is pasted in this memo field as well.**

Step #47: (I forgot this earlier) set the Terms to Special Terms. — **(I forgot this earlier) set the Terms to Special Terms.**

Step #48: Click on "Special Terms - See description" — Click on "Special Terms - See description"

Save and close the invoice, then let's receive the FULL payment!

Step #49: Click on "New Transactions" — Click on "New Transactions"

Step #50: Click on "Receive Payments" — Click on "Receive Payments"

Step #51: Set the payment date to one day after the check-in date! Because that is when AirBNB will send us our payout. — **Set the payment date to one day after the check-in date!** Because that is when AirBNB will send us our payout.

Step #52: Enter the full amount of the invoice. — Enter the full amount of the invoice.

Step #53: Click on "Airbnb (EFT)" to set the payment method correctly. — Click on "Airbnb (EFT)" to set the payment method correctly.

Step #54: Click on "Done" to ignore this field. — Click on "Done" to ignore this field.

Step #55: Type "AirBNB: Full Payment:" then paste your cabin notation — Type "AirBNB: Full Payment:" then paste your cabin notation

TIP! You can also use a macro to type the entire notation out for you, provided you already have the cabin and date range on copy from prior steps. To use the macro, press and hold your "num/clear" key (or "fn" key) then press the / key.

Step #56: Click on "Save & Close" — Click on "Save & Close"

Step #57: If dated correctly, the payment will appear just above the invoice (in contrast to other reservations). — If dated correctly, the payment will appear just above the invoice (in contrast to other reservations).

Step #58: Opening the invoice should show "PAID 03/19/2025" as shown below, with the date varying by reservation of course - but always dated one day after the invoice/check-in date. — Opening the invoice should show "PAID 03/19/2025" as shown below, with the date varying by reservation of course - but always dated one day after the invoice/check-in date.

The following is completely unnecessary.

We no longer give airbnb invoices to guests - and it was unnecessary before as well since they clearly see this fee anyway when they book, front and center. You may ignore the following but I'm leaving it here for reference.

Step #59: I almost forgot this part, but you need to go back and get that guest service fee. because we're going to make a notation about that as well. — I almost forgot this part, but you need to go back and get that guest service fee. because we're going to make a notation about that as well.

Step #60: So somewhere in the body of the envoys down below the subtotal, — So somewhere in the body of the envoys down below the subtotal,

Step #61: We'll type out a notation like the following: — We'll type out a notation like the following:

That does not affect the actual financials of the invoice, but it does provide clarity as to what the guest paid. It's one of those things that just doesn't hurt to make mention of.

Step #62: Now you can print the invoice and save and close. — Now you can print the invoice and save and close.

Step #63: Click on "Yes" — Click on "Yes"

And then just simply file it away where it belongs. We do not need to send a welcome letter and we never did send the invoice in advance to Airbnb guests to begin with. So we are officially done. We don't even log this on the daily transaction log, by the way, because we did not receive any money today - instead, we will receive the money after they come.

More automation coming - but SCIs will take a little while to get right because of the various ways that Airbnb can function in that regard. So that also will be automated, but it might take a month or two.

In the time. Please do not send SCIs to any airbnb guests. I need to experiment and watch how things play out. I'm going to be watching these reservations like a hawk. And we don't have very many of them from AirBNB, so I need every chance that I can get to experiment and get this right. Stay tuned!

So long as I'm successful in this endeavor, then you'll never need to send an SCI to an AirBNB guest ever again. And eventually we won't have to send out SCI's at all. But that goes back to the phone call I'm going to have with Eviivo, and as optimistic as I like to be, it's probably going to take a while. I think for that part of it, there's quite a lot that's going to be involved and it's just going to take time.

But that is where we're headed, and I'll get us there as quickly as I can while also making sure that it is done well. Slow process because I have to ensure that we enhance our quality of service, not decrease it.

Step #65: Thanks for reading and paying attention to the finer details as you go about your work. You're one cool cat, man. — Thanks for reading and paying attention to the finer details as you go about your work. You're one cool cat, man.