Charges & Extras
The Charges tab on a booking shows the full price breakdown -- from the base accommodation rate to extra charges, taxes, and the total due. You can add, edit, and remove charges to ensure the booking total accurately reflects what the guest owes.
Understanding the charges breakdown
When you open the Charges tab on a booking, the price is built up in layers:
- Base rate -- The accommodation cost calculated from the listing's rate plan. This factors in the nightly rate, seasonal pricing, weekend rates, length-of-stay discounts, and any manual price adjustments.
- Extra charges -- Additional fees on top of the base rate (cleaning, extra guests, amenities, etc.).
- Tax -- Each charge can carry its own tax rate, shown alongside it.
- Total due -- Base rate + extra charges + taxes. This is the amount the guest owes.
Charge types
When you add a charge, you pick a type from a dropdown. The type is a label that classifies the charge -- it does not change how the amount is calculated (a manual charge is always a flat amount you enter):
| Charge type | Typical use |
|---|---|
| Accommodation | An accommodation/lodging line you're adding by hand |
| Cleaning fee | A cleaning charge |
| Tax | A tax line you want to itemise separately |
| Add-on | An optional extra (the default for a new charge) |
| Fee | A general service or platform fee |
| Security deposit | A (refundable) damage deposit |
| Other | Anything that doesn't fit the categories above |
TIP
A manual charge is a flat amount -- you type in the exact figure. There is no per-night or per-person multiplier on a manual charge. If you need pricing that scales with nights or guests (e.g. a per-night extra-guest fee), set that up in the Products & Services module instead and add it to the booking.
Full calculation example
Here is a complete example showing how a booking total is calculated:
Booking details: 5 nights, 4 guests (base occupancy: 2), rate plan includes a 10% VAT and a 3% city tax.
| Item | Calculation | Amount |
|---|---|---|
| Base rate | EUR 120/night x 5 nights | EUR 600.00 |
| Cleaning fee | Flat fee (one-time) | EUR 85.00 |
| Extra guest fee | 2 extra guests x EUR 15/night x 5 nights | EUR 150.00 |
| Pool heating | EUR 20/night x 5 nights | EUR 100.00 |
| Subtotal before tax | EUR 935.00 | |
| VAT (10%) | 10% of EUR 935.00 | EUR 93.50 |
| City tax (3%) | 3% of EUR 935.00 | EUR 28.05 |
| Total due | EUR 1,056.55 |
This is exactly what the guest sees on their booking confirmation and what appears on the Charges tab.
Adding an extra charge
- Open the booking and go to the Charges tab.
- Click "Add Charge".
- Enter a description -- the name the guest will see (e.g. "Late check-out").
- Enter the amount -- the flat amount to add.
- Optionally set a tax rate (%) for this charge. Leave it at 0 if no tax applies.
- Pick a type from the dropdown (Add-on, Cleaning fee, Fee, etc.).
- Click Add.
The charge is added and the total due recalculates, including its tax.
Using Products & Services as charges
If you have set up items in the Products & Services module, you can add them directly as booking charges. This has two advantages:
- Consistent pricing -- The price (and tax) is pulled from the product definition, so you do not need to remember or look up amounts.
- Quantity limits -- If the product has a maximum quantity (e.g. up to 2 per booking), that cap is respected when it's added.
When adding a product to a booking, its price (including any per-night or per-person pricing defined on the product) and tax are pulled from the product definition, so you do not have to enter them by hand.
TIP
Set up your most common extras (cleaning fee, parking, pool heating, etc.) as Products & Services. This speeds up booking creation and ensures consistent pricing across all reservations.
Tax on charges
Each manual charge carries its own tax rate, which you set in the Tax rate field when you add the charge:
- Enter the rate as a percentage (e.g. 10 for 10%). Leave it at 0 for a tax-free charge.
- The tax is calculated on that single charge's amount, not on the whole booking subtotal.
- The total due recalculates automatically whenever you add, edit, or remove a charge.
This means you can tax charges individually -- for example, apply VAT to a cleaning fee while leaving a refundable security deposit at a 0% rate.
TIP
Charges that come from a rate plan or from a product carry the tax defined there. The per-charge tax rate described above applies to charges you add manually on the Charges tab.
Editing a charge
- On the Charges tab, find the charge you want to modify.
- Click on the charge to edit it.
- Update the amount, description, tax rate, or type.
- Click Save.
The total due and taxes recalculate automatically.
Editing charges after payments have been made
You can edit charges even after payments have been recorded on the booking. Here is what happens:
- The total due changes to reflect the new charges.
- The total paid stays the same (payments already recorded are not affected).
- The balance remaining adjusts accordingly.
Example: A booking has EUR 1,000 total due and the guest has paid EUR 300 as a deposit. You add a EUR 50 late check-out fee. The new total due becomes EUR 1,050, total paid remains EUR 300, and the balance remaining increases from EUR 700 to EUR 750.
If editing a charge results in the guest having overpaid (total paid exceeds total due), the balance shows as a negative amount, indicating a refund may be due. See Refunds for how to handle this.
WARNING
Changing charges after a guest has paid does not automatically refund or charge the guest. If the total changes, you need to collect additional payment or process a refund as appropriate. Communicate any changes to the guest directly.
Removing a charge
- On the Charges tab, find the charge you want to remove.
- Click the Delete button next to the charge.
- Confirm the removal.
The total due and taxes recalculate automatically. If the guest has already paid more than the new total, you will need to handle the overpayment via a refund.
Charges on OTA bookings
For bookings from Booking.com, Airbnb, or other channels via the Channel Manager:
- The initial charges are imported from the OTA and reflect the pricing set on that platform.
- You can view the charges breakdown on the Charges tab.
- Editing charges in hejGuide does not sync back to the OTA. Any pricing changes should be made on the original platform.
- Additional local charges (e.g., city tax collected on-site) can be added in hejGuide for your own records.