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There are four ways to put something other than the room on a stay’s folio:

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Fixed charges

Open the property from Properties and choose the Fixed charges tab (“Recurring charges that auto-accrue onto in-house bookings’ folios”). The table shows Name, Amount, VAT category, Cadence and Status.
1

New charge

Click New charge and fill in Name and, optionally, Description.
2

Amount and VAT

Amount (gross, VAT-inclusive) — what the guest pays. Under VAT category choose Accommodation, Food, Alcoholic drinks, Non-alcoholic drinks, Standard or Reduced; Gridbeds takes the VAT out of the amount at the country’s rate for that day.
3

Cadence

Per night (every night of the stay) or Per stay (once). There is no per-person cadence.
4

Period and status

Valid from / Valid until limit the charge to a period (a season, say). With Active off: “Inactive rules stop accruing but stay on record.”
5

Code

Code says which charge this is. Charges with the same code are the same charge; left blank, it is the name written as a code (“Resort fee” becomes resort-fee).
6

For every property?

Applies to all properties makes the charge an organization default, marked Org default in the table. It is charged on every property, except where the property has its own charge with the same Code. Off: “Only accrues on this property”.
A property’s own charge replaces the organization’s; it never adds to it. If the organization has a “Cleaning fee” default and a property sets its own charge with the same code, that property’s guests pay the property’s amount, once. The property’s charge replaces the default only while it is in force: switched off, or outside its Valid from / Valid until period, the default applies again. To stop an organization charge at one property, give that property a charge with the same code and an amount of 0 (a charge of 0 posts no line). Charges with different codes are different charges, and all of them are charged.

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When it is posted to the folio

Each property’s night is posted when its day closes, on the property’s own clock: 23:00 unless the organization has set another night audit time, in the property’s time zone, so a hotel in Italy closes on Italian time. Gridbeds posts the active charges to the folio of every booking that spent the night: one line per night for Per night, a single line for the whole stay for Per stay. The departure day is not charged, cancelled and no-show bookings are not charged, a closed folio is skipped, and a charge is never posted twice for the same night. If a day close is held or fails, a check that runs every hour posts the nights of the last three days half an hour after the property’s close time, so no night is left unbilled. Whichever gets there first, the night is charged once. On the folio the line looks like any other charge and goes on the check-out invoice. A line posted automatically can be reversed on the same operating day by anyone allowed to reverse lines; after the day is closed, only by someone with the finance reversal right. The Day close history shows this as the Fixed charges step. It is a required step: if a stay cannot be posted, the step fails and the day stays open until the close is run again. Deleting a charge stops it at once for the nights to come; what has already been posted stays on the folios. For an organization rule the dialog warns you: “Affects every property in the organization”. Only people allowed to manage accounting can create, change and delete fixed charges. The buttons show for everyone, but anyone else is refused when they save.
The tourist tax is not a fixed charge: it has rules of its own, on the property’s Payments tab. How it works in each country is on that country’s page — see Obligations in Romania and Imposta di soggiorno.

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Packages: what the rate includes

A package splits a rate plan’s price into components — room and breakfast, for example — so that each shows on the invoice with its own VAT rate. The guest’s total does not change.
1

Open the packages

On the property, Room types tab, the room type’s ⋮ menu → Packages. Packages & included components opens. The room type needs at least one rate plan.
2

Add the component

On the rate plan: Add component, with Name, Amount (net, excl. VAT), VAT category and Applies — Per night or Per stay.
Set up the components before the booking is first posted to its folio: a change during the stay does not apply retroactively. If the components would cover the whole room price, Gridbeds does not split the line. Mind the difference: a component’s amount is excluding VAT, a fixed charge’s amount includes VAT.
Packages are changed by people allowed to manage properties.

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Guest store: extras

Guest store, in the Guests & Marketing group, is the catalogue of services guests ask for from their guest portal: early check-in, late check-out, food and beverage, minibar, parking, transport, other services or packages. It shows if you can manage properties or bookings, and it is part of your subscription’s guest experience module.

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The catalogue

Catalog tab (Upsell store) → New product. For each product you choose:
  • the category and the price, worked out Per stay, Per night, Per person, Per person, per night or Per quantity; the VAT category and rate;
  • the approval: Instant (“The request settles on the folio immediately”) or Requires approval (the request waits in the approval queue);
  • optionally: a daily limit, how many hours ahead it can be ordered, the maximum quantity per order, the properties it is sold at;
  • for early check-in and late check-out, Time tiers: a price for each time;
  • Offer at booking: the product shows on the booking confirmation page of the website.
The catalogue is changed by people allowed to manage properties.

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Requests

The Requests tab (Approval queue, with the number of pending requests) has the filters Pending, Approved, Rejected, Expired, Cancelled and All. Approve or Reject — a rejection needs a reason, which is sent to the guest. The buttons show for people who can manage bookings. On approval (or straight away, for an Instant product):
  • the extra is posted to the booking’s folio;
  • for early check-in or late check-out, the booking’s time changes;
  • the team gets a task; when the task is closed, the request is delivered;
  • the guest gets an email.
The guest pays at the property; the store takes no online payment. A request that is not approved expires on its own: early check-in at 06:00 on the arrival day, late check-out at the start of the departure day, the others on the arrival day at the latest. If the booking is cancelled or marked as a no-show, approved requests are cancelled and their folio line is reversed.

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What the guest sees

In the guest portal, Extras: the products, with Book now (instant) or Send request (with approval), and the My requests tab, where they can cancel a request not yet approved. On the website, the booking confirmation page lists the extras only, with a button to the portal: nothing is bought on the website. The list shows if Offer extras on the confirmation page is on (the property’s Details tab, Booking rules).

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On a new booking

The web new-booking wizard has an Extras / products section: pick a product from the catalogue or type one for this booking only (with the option to save it to the catalogue too). Prices here are excluding VAT.

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Charges posted by hand

A charge (minibar, laundry, any amount) is posted from the staff app: the booking → Folio → Charge → Add charge. Pick an item from Billing items or Free amount, the quantity, Unit price incl. VAT, the VAT rate and the date (within the stay), then Add to folio. A wrong line comes off with Reverse line, with a reason.
On the web, the running bill in the booking panel is read-only: charges are posted from the staff app.
Charges can be posted to a confirmed, checked-in or checked-out booking, as long as the folio is not closed and no invoice has been issued. A line from an operating day already closed is corrected by a supervisor. Invoice articles — the list charges are picked from — are defined in Settings → Invoice articles (Operations group), where you can also import them from XLSX or CSV. In the same group, Billable parties are the companies a stay can be billed to (see Billing a company). Both need the right to manage accounting; a company can also be created from a booking by whoever may manage bookings.