How to set up booking fees

Video

Where do I find it?

Setup > Booking fees

What does it mean?

Booking fees are a standard part of many online transactions. They help cover the administrative and operational costs involved in processing a booking. We've rolled out the initial version of a transparent and configurable booking fee system to clearly show these charges to your customers. Currently, this system applies primarily to products at the price plan level within your webshop.

What’s included?

The booking fee system includes several key features for clear and correct handling:

• Configurable fee types: You can set up both percentage-based and fixed fees.
• Checkout display: Booking fees will be prominently displayed during the checkout process, ensuring your customers know the total cost before completing their purchase.
• Webshop bookings: This system currently supports booking fees on webshop bookings.

What’s not included (yet)?

While we're building a robust booking fee system, some functionalities and scenarios are not part of this initial release:

• No sales user commission: Booking fees will not be subject to sales user commissions.
• No partner sales: This system does not apply booking fees to partner sales.
• No bundles or TourCMS upstream: The current version does not support booking fees for bundles or TourCMS upstream bookings.
• Limited sales channels: Booking fees are not supported on other sales channels outside the Webshop (e.g., self-service, devices, or API).

What should I do?

Here's how to set up your booking fees:

Create the booking fee

1. Go to Setup > Products > Booking fees.
2. Click the 'Add new Booking Fee' button.
3. Enter the name for your booking fee.
4. Define the fee amount: you can set a fixed amount per booking, a fixed amount per ticket, a percentage, or a combination of these.
5. Choose the appropriate VAT rate, bearing in mind you can set a different rate here from the one used for the price plan. Important: The VAT rate assigned to the booking fee cannot be changed once created.
6. Add translations for your webshop so the booking fee name displays correctly in different languages.
   1. First, select the language.
   2. Then, enter the translation name manually or click the AI Translate button.
   3. If you use AI Translation, you can edit the provided translation, regenerate it, or use it directly if you're happy with the result.

   4. Repeat this process for all desired languages.

      

7. Finally, click Save.

Assign the booking fee to a price plan

Once your booking fee is created, you need to assign it to your product prices:

1. Go to Prices > Product & Services.
2. Click 'Edit price' for the specific price plan you want to modify.
3. Navigate to the 'Fees' tab.
4. Select the appropriate booking fee from the dropdown menu.
5. Click Save.

Where or how can I see the booking fees?

Booking page

Every booking fee appears as a separate line item at the bottom of the booking details. 

If a booking includes multiple prices with different booking fees, you'll see a separate line for each fee.

Cash settlement

The booking fee is treated as an additional "ticket" entry on each booking in the cash settlement view.

Report

A new row, labelled "ENTRY," is added for each booking fee in your reports. It contributes to gross revenue, revenue, however, it doesn’t count as a "ticket."

PDF receipt or invoice  

To include booking fees on your receipt PDF, you'll need to edit the 'Invoice PDF Template'. Insert the provided code snippet between the <section class="total-vat-section"> sections.

You'll find the full English template attached.

#foreach( $fee in $fees )
                              <div>
                                  ##Ticket Group
                                  <div class="groupFee"><div class="feeName">Booking Fees ${fee.amountWithCurrency}</div></div>
                                  #if (${fee.event})
                                      <div class="groupFee"><div class="ticketsNumber">&nbsp;</div><div>&nbsp;</div><div class="routeName groupEvent">${fee.event}</div><div class="ticketsAmount">&nbsp;</div></div>
                                  #end
                                  ##Ticket Group Items
                                  <ul class="groupFee">
                                  #foreach( $itemEntry in $fee.itemsMap.values() )
                                      <li>
                                              ${itemEntry.number}x ${itemEntry.name} ${itemEntry.amountWithCurrency}
                                      </li>
                                  #end
                                  </ul>
                              </div>
                          #end

Webshop

Booking fees are clearly displayed at two stages:

• During price selection.

• On the checkout page.

FAQ

• When I process a refund, should I also refund the booking fee?

No, it's up to you. When processing a refund, you have the option to disable the booking fee component and only refund the other ticket components.

• Can I assign the same booking fee to more than one priceplan?

Yes, absolutely. You can assign the same booking fee to multiple price plans.

• Can I assign a different VAT rate to the booking fee than the one used for products?

Yes, you can assign a different VAT rate specifically for your booking fees.

• Can I assign booking fees to multiple prices at once (mass assignment)?

No, at the moment, mass assignment isn't possible. You need to assign the booking fee to each price plan individually.