AirBNB Now Collects Taxes for us - so here's an easy, quick update to invoices for AirBNB guests

This is a step-by-step guide for Vivaldi, QuickBooks, and Microsoft Outlook

30 Mar 2025 By Tim Moody

Let's get started

Hi Ed, I don't have time for a full tutorial or to find one to update. I might want to redo an Airbnb tutorial soon, but I wanted to quickly share something. They've changed how they handle taxes -= they'll be collecting and paying them on our behalf. I'm a bit confused, but I won't explain my confusion because I'm not sure myself. Ever wake up feeling like you're in the twilight zone, Ed? That's me today.

To account for this correctly, I have everything for an Airbnb invoice set to non-taxable. Here are the two lines: we're charging her for the two nights and then deducting the fee that Airbnb charges us.

Step #2: I made this notation a macro. You can hold down the number key and press zero on the number pad. An easy way to do this is to place your palm over the number pad and use your index finger to press the number key, then use your thumb to press zero. This will type out "host service fee." — I made this notation a macro. You can hold down the number key and press zero on the number pad. An easy way to do this is to place your palm over the number pad and use your index finger to press the number key, then use your thumb to press zero. This will type out "host service fee."

Step #3: I made both lines shown here non-taxable. — I made both lines shown here non-taxable.

Step #5: I adjusted the lower right corner to non-taxable as well. — I adjusted the lower right corner to non-taxable as well.

Let me show you the Airbnb reservation. I have it open in my browser.

Step #6: Here are the details. — Here are the details.

Step #7: Scroll down to see the amount they paid. — Scroll down to see the amount they paid.

Step #8: When we check what Airbnb pays us, it totals $320.10 — When we check what Airbnb pays us, it totals $320.10

Step #9: In QuickBooks, to reconcile it by against the airbnb host payout, setting it as completely non-taxable does the trick. — In QuickBooks, to reconcile it by against the airbnb host payout, setting it as completely non-taxable does the trick.

If you receive any Airbnb bookings in the next few days, set them all to non-taxable 👍

Also, behold!

Step #10: Here I am in the messages section of Airbnb. — Here I am in the messages section of Airbnb.

I clicked on Sandra's.

That's the new lady who booked. Look at this:

Step #12: Click on "9:32 AM" — Click on "9:32 AM"

Her confirmation was just sent out at 9:32 AM. This was automated 😎

If I look in Outlook,

Step #13: her reservation was submitted at 9:28 AM. — her reservation was submitted at 9:28 AM.

So - four or five minutes later, the confirmation was automatically sent, which is excellent. I haven't set up full automation yet. I'm still a bit confused about the SCIs, but we'll get there.