All about cost items, price lists, deposits and discounts

Pricing

Price lists

Linking price lists to (multiple) type(s) with margin

Entering and changing prices

Getting prices ready without being bookable

Getting prices ready for the next year

Quickly adjust prices per period

Arrival and departure via price lists or types

Price rules

Create price rules

How a price is calculated

Besides nightly prices, you can work with Length of Stay prices. These are prices for a fixed period. This way, you can easily enter week, weekend, midweek or prices for a fixed number of nights.

Length of Stay - fixed price for fixed duration of stay

Charge, claim, and refund security deposits

Security deposits

Security deposits in accounting

Deposits are used to cover any damage guests accidentally or willfully cause during their stay. Read here how to create a security deposit policy.

Creating security deposit policies

If there is no damage report, your guest will be refunded the full deposit amount. 

Security deposit release and refund

A list of all possible security deposit statuses and their meaning.


Statuses of security deposits

How does the guest pay the deposit?

If damage has been caused by the guest, you can create a damage report. You can add one or more damage reports per security deposit item. Once added, damage can be claimed and settled with the guest.

Making and claiming damage reports for deposits

Are you currently working with dedicated costs to charge deposits to your guests and do you want to start using the security deposit policies feature? Read how to do that here.

Switching to security deposit policies

Automatic refund of deposits

Cost items for anything that is not included in the rent price

Costs

Changing order of costs

Costs and standard prices

Costs for additional persons

Merging costs

Do not invoice cost by Booking Experts

If you want to charge costs when choosing a specific object or an object with specific amenities, you can create a "preference cost" for this.

Preference costs

Edit, copy or delete cost items

It is necessary to set validity for a cost item.

Validity for costs

Cost and stock control

Costs on guest- or channel invoice

Price differentiation for costs by channel

Price differentiation for costs by channel and type

Price differentiation for costs by type

Linking costs to amenities

Costs in statistics

Costs for late checkout

Minimum and maximum prices for costs

Costs/extras for reservations are (optional) add-ons or upgrades that are available when making a reservation or which the guest can add in the customer portal.

Costs / Extras

Create cost items

Discounts

Discounts with coupon codes

Creating a discount

Setting up discount cards

Discount calculation for reservations

Periods in discounts

Creating a discount campaign

Discount conditions for guest groups

Packages

You can create packages and offer them via your website, in the Search and Book. Think of an Easter package, or a Valentines package. Packages are a great way to increase bookings or upsell stays for certain periods.

Getting started with packages

Packages are created in the Setup module, in the 'Packages' menu. Here you can also edit and archive them.

Creating and editing packages

When creating a package, you can choose from 3 types, each with their own features.

Types of packages

You can determine when a package should be visible and available online. A package can also be restricted to backoffice only.

Availability of a package

When creating a package, relevant cost items must be added under the 'composition' heading.

Costs in packages

The package types 'Fixed period' and 'Fixed total price' use an all-in price. This therefore also includes the mandatory cost items. For these packages, an 'Addition' checkbox appears behind each cost item, with which you can still charge certain cost items on top of the specified total price. In the invoice for the guest, these are in a separate line to the set total price of the package.

Mandatory costs in packages using a total price

Bundle extras that are available independent of stay

Bundles

You can offer your guests an optional cancellation insurance. This is set up as a bundle, to make it available to your guests during the booking process. Here, we will explain how to set up a bundle as a cancellation insurance:

Cancellation insurance for guests

A bundle is a set of extra's, or cost items, that your guests may book as an addition to their reservation.

Getting started with bundles

Search for any helpful articles to find an answer to your question

www.bookingexperts.com

Developer Portal

Updates

Onboarding

What you need to know before starting the onboarding process

Before you start

Welcome to Booking Experts! Here you can find an overview of what happens next and how to start with your BEX PMS.

Starting with Booking Experts

In Booking Experts, you can login in the following ways: with an email address and password, with a Google account or with a Microsoft account.

Log in to Booking Experts

All organizations with multiple administrations have an Organization overview. In this overview, as an organization manager, you have insight into the bundled data of all administrations.

Overview for organizations with multiple administrations

The light green upper part of the menubar focuses on options regarding the account details, updates of Booking Experts, or reception messages.

Menubar in the BEX PMS

Every employee who uses the Booking Experts system has their own profile within the software. This is setup during onboarding or when a new colleague needs to be introduced to the system.

Adjusting your profile

In Booking Experts, we have several search functions. Search with the general search field, search at organisation level and search by administration name.

Search functions

Tools to help you in the onboarding process

Checklist and Academy

About the safety of your and your guests' data

Privacy and security

Modules

About data transferable from other systems

Importing data

Organization and administration settings

What you need to know about setting up accounts for your employees

Employee settings

Brand and appearance

Central management of terms and conditions

Terms & Conditions

Domains

Setting up objects

Amenities

Individual objects and the types they belong to

Types and objects

Media content

Set up your pricing and business finances

Prices and finances

Important financial settings

Rental prices for various types and periods of time

Add cost items for add-ons and separate fees

Setting up CMS

Switching between BEX PMS and BEX CMS

As a park manager, you can create CMS accounts for employees and manage their rights.

Access rights for CMS users

Tools

Site settings

Website pages

How reservations are made through your website

Search & Book

Brand appearance

Email campaigns

Offering holiday homes for sale on your website 

Sales module

All day-to-day actions necessary at your reception

Daily use of PMS

Dashboard

Planboard

Getting started with the reservations module and reception messages

Reservations and messages

BEX PMS

Settings that apply to your entire organization

Organization settings

A label alerts the user to important matters concerning the various modules and data within the PMS. For example, you could give the label 'loyal guest' to guests who have stayed for the fourth time, or the label 'renovated' to objects that have been refurbished. You can create these labels yourself and give them a desired colour and emoji.

Purpose of labels

Special periods are used in Statistics, Price lists and in the Search and Book. Examples of special periods are public holidays, local events or holiday periods.

Special periods

Creating and editing Special periods

It is possible to make predefined holidays and bank holidays visible on your website, so guests can click on them or more easily search for availability, for example, during the Christmas period. 

Set holidays as selectable on your website

Employees

Manage the amenities of your types, objects and administrations

Brands and portals

Settings that apply within an administration

Administration settings

In the administration settings, you can make various choices that determine how your guests enter their personal data and those of their travel companions for a reservation.

Administration settings for guests

Description of the park and its surroundings

Exclude postcodes

Period groups

Reservation settings

Manage channels through which reservations are made

Channel management

General invoicing and accounting settings

Financial settings

Everything about communicating with guests and owners

Communication

Translations

About types, objects, availability and meter readings

Setup

Whether or not a late checkout is allowed, is determined in the settings of the booked type. 

How to set up and recognize a late check-out

How do you indicate whether or not pets are allowed? This is done per object, in the object setup. In the type settings, you can set how many pets guests are allowed to bring, but this only applies if the booked object allows pets.

Pets allowed/not allowed

In the BEX PMS, you can add media to your types and objects so that guests can get a good impression of the kind of accommodation they are booking.

Add media to types and objects

How to make exports of your types, objects, or object setups.

Export of objects/types

In auto emails and templates, you can add useful information about an object or type that is predefined in the object or type settings.

Attachment text for emails objects/types

If you have a map, you can use it to let the guest choose an object on the map during the reservation process. This allows guests to choose the spot that best suits their personal wishes. This article explains more about creating, setting up and booking on a map.

Booking on the map

Types

Objects

Arrival and departure schemes

Marking types and/or objects as not-available

Blocked periods

About tracking and charging for meter readings

Meter readings module

Finance

If you are a park working with owners, you need to file a DAC7 report. The BEX PMS can provide the necessary data. Read this article to find out which data is required and some of the common error messages concerning the data.

DAC7: What is it and which data is required?

Creating and checking a DAC7 report

To submit a DAC7 report to the Dutch Tax Administration, you likely use Digipoort. Our DAC7 Digipoort Connector app allows you to upload a DAC7 report directly from your PMS to Digipoort, the Tax Administration’s electronic post office.