Hotel Quote for Internal Approval: What Finance Needs
Short answer: a hotel quote that finance can approve in one pass states the hotel, room type and nights; the rate and whether VAT and service charge are included; what the rate includes; the cancellation and change terms; the payment dates; who issues the VAT invoice; and how long the quote is valid.
Part of our guide to business travel hotels in Vietnam.
The checklist
| Line on the quote | Why finance asks for it |
|---|---|
| Hotel, room type, check-in and check-out | Matches the trip request and the number of nights |
| Rate per room per night, with or without VAT and service charge | Avoids a surprise between the quote and the invoice. VAT on hotel stays is 8% until 31 December 2026 |
| Inclusions: breakfast, Wi-Fi, airport transfer | Shows what is already paid for |
| Cancellation and change terms, with dates | Shows what the company owes if plans change |
| Payment schedule: deposit, balance, due dates | Lets finance plan the transfer |
| VAT invoice: issuer and company details | The invoice is issued on the payment date, or at check-out if unpaid |
| Quote validity | Rates and availability can change after that date |
Check it against your policy
Room limit
Compare the nightly rate with the limit for the traveller’s grade and destination.
Payment method
For VND 5 million or more, VAT included, pay by bank transfer or card to deduct input VAT.
Documents
Keep the business trip decision, the VAT invoice in the company’s name and the payment record.
How Bedtara quotes
Every Bedtara quote states the rate, inclusions, payment schedule and cancellation terms, so it can go straight to the approver. The booking is binding once confirmed in writing, and Vietnamese companies receive the VAT invoice from Dong Thi Co., Ltd on the day of payment. State agencies can check the room limit with our allowance calculator (Vietnamese); groups can prepare names with the rooming list builder.
General information, not tax advice.
Questions
What should a hotel quote include for company approval?
Hotel, room type and dates; the rate and whether VAT and service charge are included; inclusions; cancellation and change terms; payment dates; invoice issuer; and the quote validity.
Is VAT included in Vietnam hotel rates?
It depends on the quote. Ask whether the rate is net or includes VAT and service charge. VAT on hotel stays is 8% until 31 December 2026.
When will the VAT invoice be issued?
On the day the payment is received, or at check-out if nothing has been paid.
Business trip allowance Company details for the invoice When a booking goes wrong Do you need travel software?
Get a quote ready for approval
Send the city, dates, rooms and your room limit. The quote states rate, inclusions and cancellation terms.