Every Booking. A Perfect Invoice. Automatically.
HotPilot generates compliant VAT invoices for every booking the moment it's confirmed — and sends them to your guests without any manual work from your team.
The Problem
Invoicing Is Eating
Hours You Don't Have.
For most hotels, invoicing is a manual process. Someone on the team creates an invoice, checks the VAT rate, fills in the guest details, and sends it — for every single booking. At peak season, with dozens of bookings a day, this becomes a significant administrative burden. Mistakes happen. Invoices get delayed. Business guests waiting on documentation to submit expenses grow frustrated. And your accounting records are scattered across folders and email threads.
The Solution
Set It Up Once. Never Invoice Manually Again.
HotPilot generates a compliant VAT invoice automatically for every confirmed booking. Guest details are pulled directly from the reservation. VAT rates are applied correctly based on the service type and the guest's country. The invoice is sent to the guest automatically at the moment of booking confirmation or checkout — your choice. Your team never has to touch it.
Features
Invoicing That Runs Itself.
Correct VAT Rates. Every Time. Automatically.
VAT rules for hospitality are more complex than they appear. Accommodation, F&B, city taxes, and ancillary services often carry different rates — and those rates vary between Bulgaria, Romania, Greece, and other markets. HotPilot applies the correct VAT treatment to each line item automatically, eliminating the risk of errors on invoices that go to business guests and corporate clients.
Invoices Delivered Before Guests Ask
Business guests and corporate bookers expect invoices promptly — often before they've even left the hotel. HotPilot sends invoices automatically at the trigger you define: on booking confirmation, at check-in, at checkout, or via a custom schedule. Guests who need documentation for expense reporting get it without having to ask. Your front desk gets one less task.
Your Accountant Will Thank You.
Every invoice generated in HotPilot is stored in a searchable archive with full booking context. Export by period, by channel, by VAT category, or by custom filter — in the format your accounting team needs. Month-end reconciliation goes from hours to minutes. Audit preparation is a matter of filtering and downloading.
Correct VAT Rates. Every Time. Automatically.
VAT rules for hospitality are more complex than they appear. Accommodation, F&B, city taxes, and ancillary services often carry different rates — and those rates vary between Bulgaria, Romania, Greece, and other markets. HotPilot applies the correct VAT treatment to each line item automatically, eliminating the risk of errors on invoices that go to business guests and corporate clients.
Invoices Delivered Before Guests Ask
Business guests and corporate bookers expect invoices promptly — often before they've even left the hotel. HotPilot sends invoices automatically at the trigger you define: on booking confirmation, at check-in, at checkout, or via a custom schedule. Guests who need documentation for expense reporting get it without having to ask. Your front desk gets one less task.
Your Accountant Will Thank You.
Every invoice generated in HotPilot is stored in a searchable archive with full booking context. Export by period, by channel, by VAT category, or by custom filter — in the format your accounting team needs. Month-end reconciliation goes from hours to minutes. Audit preparation is a matter of filtering and downloading.
Impact
Less Admin. More Accuracy.
of bookings invoiced automatically — no manual steps
VAT calculation errors when using automatic rate assignment
invoice delivery to guests at checkout or confirmation
average admin time saved per week in high-season operations
FAQ
Frequently Asked Questions
Everything you need to know about this feature.
Online
HotPilot currently supports VAT rules for Bulgaria, Romania, and Greece, with additional country configurations available. Rates for accommodation, F&B, and ancillary services are pre-configured per country and updated automatically when tax legislation changes.
Online
Yes. HotPilot's invoice template is fully customisable with your hotel's logo, colours, address, and legal information. Each invoice reflects your brand — not a generic system template.
Online
Your front desk can edit billing details directly within HotPilot before the invoice is sent. For corporate clients, a separate billing contact can be added to the booking record so invoices go to the right address automatically every time.
Online
Yes. HotPilot supports export to common accounting formats including CSV and can integrate with popular accounting platforms. Your finance team can pull invoice data by any date range or filter without needing to access HotPilot directly.
End Manual Invoicing.
Today.
Set up automated VAT invoicing in minutes. Every booking gets a compliant invoice. Every guest gets it on time. Your team gets their time back.