What should a tour guide invoice include?

Your business details and any guide license number, an invoice number, the invoice date, payment terms and a due date. Then who you're billing, and the tour: name, date, meeting point and time, group size and language. Price the guiding per person or as a flat rate, list entrance tickets and transport separately, take off any deposit already received and end with the amount due and how to pay.

How do I bill entrance fees and transport?

In their own section, separate from your guiding fees: the number of tickets × the price for each ticket type, and a line for each transport cost. The template charges them at face price, with no markup. Show any handling charge as a separate line, and keep the tickets and receipts.

How do I invoice a tour operator or travel agency?

Use the rate, cancellation terms and payment terms in your agreement with them, and add their booking or job reference to the invoice. Include the tour, the date and the group size so they can match your invoice to their booking.

Do I need a license number on my invoice?

Only if you hold a license. Some places require one: in New York City, the Department of Consumer and Worker Protection requires a Sightseeing Guide license. Rules vary by city and country, so check what applies where you guide. The template has a license number field; delete it if it doesn't apply to you.

Do I send an invoice or a receipt for a walk-up tour?

A receipt. An invoice asks for payment that hasn't been made yet; if the guest paid on the spot, a receipt confirms what they paid and how.

Which format should I download?

Use the PDF if you want a blank form to print and fill in by hand. Use the Word or Excel file to type the invoice: both have the same layout with sample values to overwrite. The Excel file calculates the line amounts, totals and amount due with formulas, and sales tax from a rate cell that starts at 0%.

Can I send tour invoices from Billed instead?

Yes. In Billed you can create and send invoices, including from the iOS and Android apps, accept credit card and PayPal payments on them, and send payment reminders. No credit card is required to start the free trial.

Tour Guide Invoice Template

Q: Should I charge per person or a flat rate?

Per person suits scheduled and small-group tours, with separate lines for children or other reduced rates. A flat rate suits private tours, where the group pays one price whatever its size. You can combine them: the sample charges per person and adds a flat fee for a second guide when the group is over 20.

Q: What if fewer people turn up than were booked?

Bill on whatever your booking terms say: the number booked, the number confirmed by a cut-off date, or the number who came. The sample confirms final numbers 7 days before the tour and buys tickets for that count. Write the group size you're billing for on the invoice so the client can check it.

A free guided tour invoice for guides who bill a group organizer, school, club or tour operator, with the tour date, meeting point and group size, per-person or flat guiding fees, entrance tickets and transport passed on at cost and the booking deposit taken off, as a blank PDF and as Word and Excel files with sample values

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Quick answer:A tour guide invoice asks a client to pay for a tour you've agreed to guide or have guided. The guided tour invoice on this page is addressed to an organization and its group leader, and records the tour, tour date, meeting point and time, group size and language. Guiding is priced per person, with separate adult and child rates, plus a flat fee line for extras such as a second guide. Entrance tickets and transport you buy for the group go in their own section at cost. The booking deposit already received is taken off, leaving the amount due. It comes as a blank print-and-fill PDF and as Word and Excel files with sample values.

GUIDED TOUR INVOICE

Guide

Business name:: Example Walking Tours
Address:: 2 Example Square, Sampletown
Phone / email:: [Phone or email]
Guide license no.:: [License or badge no., if required]

Invoice details

Invoice no.:: TG-0457
Invoice date:: 18 Oct 2026
Payment terms:: 7 days before the tour
Due date:: 24 Oct 2026

Bill to

Organization:: Example Travel Club
Group leader:: Sam Example
Address:: 30 Sample Lane, Sampletown
Phone / email:: [Phone or email]

Tour

Tour:: Old town history walk and river cruise
Tour date:: 31 Oct 2026
Meeting point and time:: Example Square fountain, 09:30
Group size:: 18 adults, 4 children
Language:: English

Guiding

Description: Old town walking tour, adultAmount: 450.00
Qty:
18
Unit:
person
Rate:
25.00
Description: Old town walking tour, child under 12Amount: 48.00
Qty:
4
Unit:
person
Rate:
12.00
Description: Second guide for groups over 20 (flat fee)Amount: 90.00
Qty:
1
Unit:
tour
Rate:
90.00

Guiding: line items
Description	Qty	Unit	Rate	Amount
Old town walking tour, adult	18	person	25.00	450.00
Old town walking tour, child under 12	4	person	12.00	48.00
Second guide for groups over 20 (flat fee)	1	tour	90.00	90.00

Guiding subtotal588.00

Entrance fees and transport at cost

Description: Castle entrance, adultAmount: 252.00
Qty:
18
Unit:
ticket
Rate:
14.00
Description: Castle entrance, childAmount: 28.00
Qty:
4
Unit:
ticket
Rate:
7.00
Description: River cruise, one wayAmount: 253.00
Qty:
22
Unit:
ticket
Rate:
11.50

Entrance fees and transport at cost: line items
Description	Qty	Unit	Rate	Amount
Castle entrance, adult	18	ticket	14.00	252.00
Castle entrance, child	4	ticket	7.00	28.00
River cruise, one way	22	ticket	11.50	253.00

Entrance and transport subtotal533.00

Subtotal (guiding): 588.00
Sales tax, if applicable (0%): 0.00
Entrance fees and transport at cost: 533.00
Total: 1,121.00
Less: booking deposit received: 200.00
Amount due: 921.00

How to pay

Accepted methods:: Bank transfer or card
Account name:: [Account name]
Bank details:: [Bank name, account and routing numbers]
Payment reference:: Invoice no. TG-0457

Tour notes

Final numbers are confirmed 7 days before the tour, and tickets are bought for that count.
Entrance and cruise tickets are charged at their face price, with no markup.

Please quote the invoice number with your payment.

Guided tour invoice: sample preview. Download it below.

Key Features

Everything you need in a professional invoice template.

Bill to an organization and its group leader, plus a guide license number field for places that require one

Tour details: tour name, tour date, meeting point and time, group size (adults and children) and language

Guiding priced per person, with separate adult and child rates, and flat-fee lines such as a second guide for large groups

Separate section for entrance tickets and transport, passed on at cost

Booking deposit received taken off as a credit, so the amount due is what's still owed

Invoice number, invoice date, payment terms, due date and a "How to pay" section with placeholders for your own details

Download the invoice template

The PDF is a blank invoice to print and fill in by hand. The Word and Excel files contain the sample details shown in the preview, ready for you to replace with your own. In the Excel file, each line amount is a formula: "Qty" × "Rate". The section subtotals, subtotal, tax, pass-through costs, total and amount due are formulas too. The amount due is the total minus the booking deposit received. The tax rate sits in its own cell, so you can change it.

GUIDED TOUR INVOICE

Guide

Business name:: Example Walking Tours
Address:: 2 Example Square, Sampletown
Phone / email:: [Phone or email]
Guide license no.:: [License or badge no., if required]

Invoice details

Invoice no.:: TG-0457
Invoice date:: 18 Oct 2026
Payment terms:: 7 days before the tour
Due date:: 24 Oct 2026

Bill to

Organization:: Example Travel Club
Group leader:: Sam Example
Address:: 30 Sample Lane, Sampletown
Phone / email:: [Phone or email]

Tour

Tour:: Old town history walk and river cruise
Tour date:: 31 Oct 2026
Meeting point and time:: Example Square fountain, 09:30
Group size:: 18 adults, 4 children
Language:: English

Guiding

Description: Old town walking tour, adultAmount: 450.00
Qty:
18
Unit:
person
Rate:
25.00
Description: Old town walking tour, child under 12Amount: 48.00
Qty:
4
Unit:
person
Rate:
12.00
Description: Second guide for groups over 20 (flat fee)Amount: 90.00
Qty:
1
Unit:
tour
Rate:
90.00

Guiding: line items
Description	Qty	Unit	Rate	Amount
Old town walking tour, adult	18	person	25.00	450.00
Old town walking tour, child under 12	4	person	12.00	48.00
Second guide for groups over 20 (flat fee)	1	tour	90.00	90.00

Guiding subtotal588.00

Entrance fees and transport at cost

Description: Castle entrance, adultAmount: 252.00
Qty:
18
Unit:
ticket
Rate:
14.00
Description: Castle entrance, childAmount: 28.00
Qty:
4
Unit:
ticket
Rate:
7.00
Description: River cruise, one wayAmount: 253.00
Qty:
22
Unit:
ticket
Rate:
11.50

Entrance fees and transport at cost: line items
Description	Qty	Unit	Rate	Amount
Castle entrance, adult	18	ticket	14.00	252.00
Castle entrance, child	4	ticket	7.00	28.00
River cruise, one way	22	ticket	11.50	253.00

Entrance and transport subtotal533.00

Subtotal (guiding): 588.00
Sales tax, if applicable (0%): 0.00
Entrance fees and transport at cost: 533.00
Total: 1,121.00
Less: booking deposit received: 200.00
Amount due: 921.00

How to pay

Accepted methods:: Bank transfer or card
Account name:: [Account name]
Bank details:: [Bank name, account and routing numbers]
Payment reference:: Invoice no. TG-0457

Tour notes

Final numbers are confirmed 7 days before the tour, and tickets are bought for that count.
Entrance and cruise tickets are charged at their face price, with no markup.

Please quote the invoice number with your payment.

Guided tour invoice

An invoice from a tour guide to a group organizer: the tour date, meeting point and group size, guiding charged per person with a flat extra-guide fee, entrance tickets and transport passed on at cost, and the booking deposit taken off.

A request for payment — shows the amount due

Download

Who a tour guide invoices

You send an invoice when a client pays after booking rather than on the spot. For guides that usually means:

Group organizers, such as a club, a society, a family or a wedding party, booking a tour for their group. The template's Bill to has the organization and the group leader.
Schools, companies and other organizations that need an invoice for their accounts before they pay.
Tour operators and travel agencies that hire you as a freelance guide. Add their booking or job reference to the invoice so they can match it to the tour.

If someone pays on the spot for a walk-up tour, they've already paid, so give them a receipt rather than an invoice. The service receipt template covers that. If a group wants a price before it books, send a quote first and invoice once it has agreed.

What the guided tour invoice includes

Your business details and a guide license number field (fill it in if you hold one; delete it if not)
Invoice number, invoice date, payment terms and due date
Bill to: the organization, the group leader and their contact details
The tour: tour name, tour date, meeting point and time, group size (for example, adults and children counted separately) and the language of the tour
A "Guiding" section with quantity × rate lines: per-person rates for adults and children, and flat fees such as a second guide for a large group
An "Entrance fees and transport at cost" section: tickets and fares, each with the number bought and the price per ticket
Subtotal for guiding, a "Sales tax, if applicable" line, the entrance and transport costs, the total, the booking deposit received taken off, and the amount due
Tour notes: when final numbers are confirmed, and that tickets are charged at face price with no markup

Per-person or flat rate

Per-person pricing fits scheduled and small-group tours: one line for the headcount × the rate, and separate lines where children, students or seniors pay a different rate. A flat rate fits private tours, where the group pays one price whatever its size. Enter it as a single line with a quantity of 1. You can combine the two: the sample charges per person and adds a flat fee for a second guide when the group is over 20.

Decide which headcount you bill on, the number booked or the number who turned up, and say so in your booking terms. The sample confirms final numbers 7 days before the tour and buys tickets for that count. If you have a minimum charge, put it on its own line rather than raising the per-person rate. If a tour runs longer than booked at the client's request, add the extra time as its own line at the rate you agreed.

Entrance fees, transport and other costs

Keep costs you pay for the group out of your guiding fees. List each one in the entrance fees and transport section, with what it was, how many and the price:

Admission tickets, with separate lines for adult, child or other ticket types
Transport: boat or rail fares, coach or van hire, public transport tickets, parking
Meals or tastings, if they're included in the tour

The template charges these at face price, with no markup. If you add a booking or handling charge, show it as a separate line in the guiding section. Keep the tickets and receipts, and send copies if the client asks. If the organizer buys tickets directly or the operator pays the venue, those costs don't go on your invoice at all.

The sample applies the sales tax line to guiding only and adds entrance and transport costs after it. Whether sales tax or VAT applies to guiding, or to tickets you re-bill, depends on where you work, so check with your local tax authority before entering a rate. The line starts at 0%.

Deposits and cancellations

For private and group bookings, you may want a deposit to hold the date. How much, when it's due, and what happens if the group cancels, arrives late, comes with fewer people, or the tour is called off for bad weather are policies you set. Give them to the client in writing before they book. Rules on cancellations and refunds for consumers vary by place, so check your local rules before calling a deposit non-refundable.

On the invoice, take off the booking deposit you received as a credit, so the amount due is what's left. When that's paid, send a payment receipt.

If you guide for an operator or agency, their agreement with you usually sets the rate, cancellation pay and payment terms. Invoice to those terms and quote their reference.

Licenses and local rules

Some places require guides to hold a license. In New York City, for example, the Department of Consumer and Worker Protection requires a Sightseeing Guide license to guide or direct people to any place or point of public interest. Rules differ from city to city and country to country, so check what applies where you guide. If you hold a license or badge, put its number in the field on the invoice.

Payment terms

Write the due date as a calendar date next to the terms. The sample is sent before the tour and asks for payment 7 days before it, once numbers are confirmed; you might instead ask for payment on the day or invoice after the tour, especially for operators and organizations with their own payment runs. Agree the terms when you take the booking. If you want to charge late fees, they need to be in your terms, and rules on late fees and interest vary by place, so check your local rules first.

How to fill in the template

Add your business details, license number if you have one, the invoice number, invoice date, payment terms and due date.
Fill in Bill to: the organization, the group leader and their contact details. For an operator, add their booking reference.
Enter the tour: name, date, meeting point and time, group size and language.
Price the guiding: headcount × the per-person rate for each rate type, or one flat-rate line, plus any flat fees.
List each entrance ticket type and transport cost with the quantity and price.
Enter the booking deposit you received as the credit.
In the Excel file, line amounts, subtotals, the total and the amount due are calculated by formulas. In Word or on the PDF, work them out yourself.
Replace the payment placeholders with your own details, check the tour notes, then send the invoice and keep a copy.

The PDF is a blank form for printing and filling in by hand. The Word and Excel files have the same layout with sample values filled in, ready for you to overwrite.

Related templates

Travel agent invoice for itineraries booked with several suppliers
Event planner invoice if you organize a whole event rather than guide a tour
Hourly invoice for guiding billed by the hour
Deposit invoice for requesting a booking deposit on its own
Payment receipt and service receipt for confirming payments you've received

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What's included in this invoice template

	Quote	Invoice	Receipt
When you send it	Before the group books	After booking, before or after the tour	After you're paid
What it says	What the tour would cost	What the client owes and by when	What the client paid and how
Due date	None	Yes	None
Deposit	Can propose one	Takes off any deposit received	Records a deposit or payment received
Who usually gets it	Groups comparing options	Organizers, schools, operators, agencies	Anyone who has paid, including walk-up guests

When this isn't for you

If a guest pays on the spot for a walk-up tour, give them a receipt instead. If you're selling a package that combines transport, accommodation and tours from several suppliers, a travel agent invoice fits better, and you should check whether local rules for selling travel apply to you.