Room costs

Overview

Room costs let you define the cost price your agency pays for hotel rooms. You can set costs for specific date ranges. Costs can be calculated per room or per passenger.

Purpose

• Set cost prices for rooms over defined time periods.

• Support two calculation methods: per room and per passenger.

• Add optional extra costs on top of the base room cost.

• Allocate costs consistently across passengers and bookings.

Cost Price Types

1. Per room

   • A fixed cost for the room.

   • The system splits it across the room occupants.

2. Per passenger

   • A cost applied to each passenger.

   • The system multiplies it by the stay length.

Extra Prices

You can add extra prices on top of the base room cost. These extras can depend on passenger age and date filters.

• Per Passenger per Night – Extra cost added to each passenger’s price per night of the stay.

• Per Room – Extra cost applied per room, distributed equally among all passengers in the room.

Worked example

Room A has 2 ordinary beds and 2 extra beds. Room B has 3 ordinary beds.

Start period	End period	Room type	Price	Per passenger
01/01/2011	31/01/2011	Room A	200	True
01/01/2011	31/01/2011	Room B	500	False

Assume a booking in January 2011 with a 7-night stay. The booking has 7 passengers:

• Room A: 4 passengers (Passenger1–Passenger4)

• Room B: 3 passengers (Passenger5–Passenger7)

Base room cost per passenger

• Room A is per passenger:

  • Cost per passenger = 200 × 7 = 1400

• Room B is per room:

  • Total room cost = 500 × 7 = 3500

  • Cost per passenger = 3500 ÷ 3 ≈ 1166.67 (rounded by currency rules)

Extra prices

Assume this extra price setup:

Start age	End age	Extra price/night/passenger	Extra price/room
0	50	100	12

If Passenger1 is 0–50 years old:

• Extra price per night per passenger = 100 × 7 = 700

• Extra price per room per passenger:

  • Extra room price total = 12 × 1 room = 12

  • Extra per passenger = 12 ÷ 4 = 3

Total cost for Passenger1

Passenger1 stays in Room A:

• Total cost = 1400 + 700 + 3 = 2103

Summary formula

• Total cost price = cost price + extra price per night per passenger + extra price per room for one passenger

Related pages

• Room cost

FAQ

What’s the difference between per room and per passenger?

Per room applies once per room and is split across occupants. Per passenger applies to each passenger individually.

Why do passengers in the same room sometimes get different costs?

Age filters can apply different extra prices per passenger. Board type rules can also impact cost in some setups.

How does the system split a per-room cost?

It splits the room cost evenly across room occupants. The split is recalculated if room occupancy changes.

Why does my number look “rounded”?

Splits can create decimals. Rounding depends on your currency settings and where totals are displayed.

I changed a room cost setup, but the booking didn’t update. Why?

Some totals update only after cost/profit recalculation runs. Re-open the booking and check the cost breakdown after recalculation.