Booking confirmation and the stay document
You booked accommodation through Booking.com and have a confirmation email. When your accountant needs the stay invoice, do not automatically forward the first attachment. First check what the document contains and who issued it.
For accommodation, Booking.com for Business says the property supplies the invoice directly. The booking confirmation and any payment document serve different purposes.
Prepare the details for the property
List the booking number, guest name, property name and stay dates. Add the customer details agreed with your accountant: company name, address and any other information the property should verify.
It helps to request the document when arranging a work stay, so you do not have to establish the recipient after departure. If the trip is already over, use the same precise identification in your follow-up request.
Send the request through the accommodation booking
Booking.com for Business help describes opening Bookings and trips, selecting the accommodation booking and choosing Request invoice. The request goes directly to the property. With an ordinary account or different controls, use the contact for that booking and write to the property.
Your message could say: “Please send the document for the stay from X to Y, booking number Z, guest Jana. We are preparing records for company A; the required customer details are below. Please confirm whether you can send the document to this address.”
The property must check the request against the actual stay and its arrangements. Booking instructions do not guarantee particular contents for the document in every country.
Keep the booking confirmation as a related record
In a hypothetical example, Jana has a booking confirmation and payment record after a work trip. Her accountant also requests a stay document. Jana contacts the hotel and leaves “accommodation invoice — requested” on her list.
When the document arrives, she compares the guest or customer, stay dates, amount and any additional billed services. She keeps the booking confirmation as a related record but does not rename it as the missing hotel invoice.
If the document does not cover a separately paid service, for example, she asks the property where to obtain that document. Handover completeness depends on the actual items, not one total booking amount.
If the property does not respond
Repeat the request with the original booking number and date of first contact. If you need help contacting the property, Booking.com help points to customer service. Keep track of who is following up the missing document.
Give the accountant the available originals and identify what is still awaiting the property. This procedure concerns accommodation; flights and car rentals have their own suppliers and document routes.