If you're new to short-term rentals, you're probably wondering: What is a short-term rental receipt? How and when should I issue one? In this comprehensive guide, we'll explain everything you need to know to issue clear, simple, and effective receipts to your accommodation guests.
What is a short-term rental receipt?
A short-term rental receipt is a document used to certify payment for rent from a hospitality facility for less than 30 days. It is a non-tax document, different from a receipt or invoice, generally issued by a private individual who rents out their vacation home, B&B, or guesthouse on an occasional basis.
Short-term rental managers often issue a rental receipt as a guarantee to guests who have paid in cash. This document certifies the transaction between the guest and the manager, even in cases where payment is untraceable.
The vacation rental receipt contains essential information to protect both the host and the guest, including the parties' contact information, the property's address, the rental period, and the total amount paid (for both the vacation home rental and any potential additional services).
What is the difference between a receipt and an invoice?
The tourist rental receipt should not be confused with the short-term rental invoice, a seemingly similar but very different document.
Let's see the main differences:
- The receipt is a non-tax document, used primarily by private individuals renting accommodations without a VAT number. It serves as proof of payment for a stay and any related additional costs. It is not required for tax purposes and contains only essential information about the host, the guest, and the transaction.
- An invoice is a tax document used by those who run a professional short-term rental business and are therefore VAT registered. Besides being often required by law, rental invoices help hosts track transactions. They must include mandatory information such as VAT (if applicable), the landlord's VAT number, and other details required by tax regulations.
While a rental receipt isn't mandatory, it helps ensure transparency and trust. It can also be crucial for guests who wish to request expense reimbursements, such as for business trips.
Simple receipt vs. Physical receipt
Have you ever heard of a so-called tax receipt? It's a document that has become less common these days, more similar to an invoice than a rental receipt (although it's not a tax receipt).
The tax receipt is a simplified tax document compared to the invoice for tourist rentals, used primarily by commercial businesses such as bars, shops, and bed and breakfasts. The main difference is that property owners do not have to itemize VAT separately from the total amount on the tax receipt. However, since 2019, this document has been replaced in most cases by the electronic invoice.
When is it mandatory to issue a rental receipt?
If you rent accommodations for short periods (less than 30 days), Italian law does not require a receipt. This applies to both private operators without VAT numbers and professional property managers.
However, we strongly recommend issuing a receipt when:
- The guest requests it as a document certifying payment for the stay.
- Payment is in cash for reasons of both transparency and protection of the parties in the event of disputes.
In any case, it's always good practice to issue a rental receipt, even if payment is made using traceable methods, such as credit card or online platforms (e.g., Airbnb). These platforms already handle the withholdings required by the flat-rate tax. However, the receipt remains a valuable document for proving payment and ensuring the rental process is transparent and secure, benefiting both the renter and the tenant.
What should your vacation rental receipt contain?
A complete vacation rental receipt must include:
- Host details: name and surname, address, and tax code (optional).
- Guest data: name, surname, and residential address (optional).
- Service description: short-term rental or tourist rental, address of the accommodation, rental period, number of nights, and, if relevant, number of people.
- Payment method: Cash, Credit Card, Check, Bank Transfer, etc.
- Full amount collected: Total paid, both net and gross of taxes.
- Additional services: possible tourist tax, breakfast included, bicycle rental, guided tour, cleaning of the tourist rental, etc.
- Date and place of issue of the receipt.
- Guest signature.
Short-term rental receipts: Frequently Asked Questions
Is the receipt required for all types of rentals?
For short-term rentals, a receipt is not required by law, but it is recommended as proof of payment.
This applies both to a hotel stay (a professional activity) and, for example, to the rental of a seaside holiday home available only in August (an occasional activity without a VAT number). Remember, however, that professional activities require a rental invoice.
Finally, for long-term rentals (over 30 days), a rental receipt may be issued to confirm payment. However, in this case, the rental agreement will be legally binding.
How many copies of the invoice should I issue?
Generally, we recommend issuing two copies of your vacation rental invoice: one for you and one for your guest.
The guest receives the original copy, which requires the stamp duty. The copy serves as a formality for you, allowing you to keep track of your receipts and always have the relevant documentation readily available.
What happens if I don't issue the receipt when requested?
There's no law requiring accommodation providers to issue receipts upon request, so failure to do so doesn't result in criminal or financial penalties. However, it could lead to misunderstandings and arguments with your guests.
To avoid problems (and negative reviews at the end of the stay), download our short-term rental receipt template and offer your guests a professional and transparent experience.
Is it better to issue an electronic or paper receipt?
Since the law does not require a specific format for rental receipts, it's up to you whether to use the paper or electronic version.
Here are the main differences:
- Paper receipt: the most straightforward and most traditional solution. It can be handwritten or printed; the important thing is that the landlord signs the original version.
- Electronic receipt: PDF or other digital format, convenient and environmentally friendly. It can be digitally signed and sent to the guest via email.
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