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Company contract rates and agent commission

A company contract with a discount or own rate, quota, the company on a booking, bill split, agents and the commission report

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Company contract rates and agent commission

If employees of the same company stay with you regularly, or a travel agent sends you guests, it is easier to record the terms once than to keep them in your head. A company contract puts the contract price into the booking, checks the quota and splits the bill between the guest and the company. An agent earns a percentage of room revenue — the system calculates the commission and shows it in a report, and the accountant pays it out.

Who: the hotel owner and manager (setup), front desk staff (bookings), the accountant (commission report).

Before you start:

  • the company or agent exists as a counterparty in Counterparties (CRM) — they can only be chosen from there;
  • if the contract sells at its own rate plan, that plan is created in Hotel rates.

Turn on contracts and agents#

The feature is off by default for every hotel, and the booking form has no company or agent fields.

  1. Open Rooms and select 🏷️ Room types (or 💲 Rates). The Hotel settings window opens.
  2. Go to the Sales channels tab and find the Company contracts and agents block.
  3. Turn on Contracts and agents are on.
  4. Select Save.

If you turn the feature off later, bookings already sold under a contract keep their terms, and new bookings are sold as usual.

Create a company contract#

  1. In the Company contracts and agents block, in the Company contracts section, select Add contract.
  2. Company — choose a CRM counterparty. If you see "No access to Counterparties…" instead of the list, ask the owner to give you the CRM section.
  3. Contract price — choose one of two:
    • Discount off the usual price — and enter Discount, % (above 0 and below 100);
    • Own rate plan — and choose the Contract rate plan. A switched-off plan is marked "(off)" in the list — you cannot sell with it.
  4. Room types — which types the contract covers, or All types.
  5. Valid from and Valid to — the contract period, both dates inclusive. An empty end date means no end.
  6. Quota, rooms per night — how many rooms can be sold under the contract for one night (1 to 999). Empty means no limit.
  7. Who pays — The company (default) or The guest.
  8. Billed to the company — which charges the company pays (if the company pays). Accommodation and taxes are ticked by default. You can tick:
    • "Accommodation (nights)";
    • "Taxes and fees";
    • "Orders (restaurant, bar, room service)";
    • "Services (early check-in, late check-out…)";
    • "Other charges (minibar…)";
    • "Discounts".
  9. If needed — a Note (up to 300 characters).
  10. Select Save. You should see "Saved".

Payment deferral and the company's credit limit are not set in the contract — they live in the counterparty card in CRM.

If Save does not work: the reason appears under the form — for example "Choose a company from CRM.", "Set a discount or a rate plan.", "Quota is a whole number from 1 to 999.", "Pick at least one charge for the company bill.".

How to stop a contract. A saved contract is not deleted but marked Archived: sold bookings and the quota count refer to it. Changes to a contract do not change bookings already sold — the terms are stored in the booking at the moment of sale.

Sell a booking under a contract#

  1. Create a booking as usual — from an empty calendar cell (see Hotel booking actions).
  2. In Company (contract), choose the company.
  3. The terms appear under the field: "Contract: {N} % off" or "Contract: rate plan «{name}»", the period "until {date}", "quota {N} per night", "the guest pays" (if the contract says so) and Contract total ≈ {amount}.
  4. Select Create booking.

How the price is calculated:

  • a contract with its own rate plan sells at that plan instead of the one chosen in the form;
  • the discount applies only to nights that fall within the contract period;
  • if you changed the nightly price in the form yourself, the contract price is not applied — and the form asks for Reason for a manual price over the contract. Without a reason the server refuses: "A manual price over the contract needs a reason.";
  • to sell to a company employee at the usual price, tick Sell without the contract price. The company stays the payer.

If the contract does not fit (dates outside the period or a different room type), the form warns in advance: "No contract fits these dates or room type — usual price, the company pays.". The booking is still created — at the usual price, with the warning "The company contract does not fit this booking (dates or room type) — sold at the usual price.".

If the contract rate plan is switched off or does not fit the room type: "The contract rate plan is off or not for this room type — check the contract." — switch the plan on or correct the contract.

The card of a sold booking has a Contract and agent block: "Contract: {company} — {terms}", plus "manual price over the contract" or "above quota: {reason}" if it was sold that way.

Sell above the quota#

The quota is counted for each night: how many rooms under this contract are already taken on that date. The check runs when the booking is written, so two staff members cannot both sell an extra room at the same moment.

If the quota for some night is used up, creating the booking shows "Contract quota for {date} is used up ({used} of {quota}). Give a reason to sell above it, or sell without the contract price.". You then have two options:

  • fill in Reason to sell above the quota and select Create booking again — the booking is sold under the contract, and the reason and author are stored in the booking;
  • tick Sell without the contract price — the booking is sold at the usual price.

There is no separate manager approval: any staff member allowed to create bookings can sell above the quota.

Who pays: guest bill and company bill#

If the company pays under the contract, the booking has two bill windows: Guest and Company. Charges ticked in Billed to the company go to the company window; everything else goes to the guest ("Everything else — bar, minibar, extras"). A cancellation or no-show penalty always goes to the guest.

At check-out:

  1. Select Take guest payment · {amount} and take payment for the guest's part.
  2. Select Bill the company. The guest bill closes, the balance becomes the company's debt, and an invoice is issued in CRM.

You cannot bill the company until the guest has paid their part. A closed bill cannot be reopened — corrections only through an adjustment in Counterparties. Details: Guest and company bills: charges and printing.

If the guest pays under the contract, there is one bill — the guest pays everything.

Add an agent and commission#

  1. In the Company contracts and agents block, in the Agents section, select Add agent.
  2. Agent — choose a CRM counterparty.
  3. Commission, % — the commission rate, above 0 and up to 50.
  4. If needed, set Valid from and Valid to.
  5. Select Save.

In a booking: choose the agent in the Agent field — "Agent commission {N} %" and "≈ {amount} commission" appear below it. The agent's terms are taken as of the sale date and stored in the booking.

To change or remove the agent of a sold booking: in the Contract and agent block, select Change agent, choose another agent or Without agent, and fill in Reason — without it the server refuses: "Changing or removing the agent changes the commission — give a reason.". The agent of a cancelled booking cannot be changed.

What the commission is based on: room revenue — the sold night prices of the booking, without taxes, extras or other bill charges. The commission never appears on the guest bill.

View the agent commission report#

  1. Open Rooms → the Reports tab → Agent commission.
  2. Set the period from and to — bookings are selected by departure date, up to 366 days. Select Refresh.
  3. For each agent the table shows Bookings, Nights, Base, Accrued, Expected; below is the list of bookings with their state.
  4. For the accountant — export to CSV or Excel.
  • accrued — the guest has checked out, the stay is over;
  • expected — the booking is still active;
  • cancelled bookings and no-shows earn no commission.

The report is visible to the owner and to staff with the "Hotel money" right. Without the right you see "The report is available with the «Hotel money» right.".

If some nights were sold in another currency without an exchange rate, the report shows "Nights priced in another currency without a rate: {N} — not in the base.".

What is not there yet#

  • Automatic commission payouts or netting with the agent — the report only calculates the amount; the accountant handles payment.
  • Net rates for agents (price "minus commission") and a fixed-amount commission — percentage only.
  • A third bill window or splitting one line between guest and company — each line goes whole to one window by its charge kind.
  • Splitting the bill by dates ("the company pays the first two nights") — only by charge kind.
  • Separate windows in a group bill — a group has one bill.
  • A hard block on selling under an expired contract — the booking is sold at the usual price with a warning.
  • A contract screen in the counterparty card — contracts are created only in the hotel settings.

FAQ#

I changed the discount in a contract. Will bookings already sold change?#

No. Contract and agent terms are stored in the booking at the moment of sale. New terms apply only to new bookings.

A contract quota of 3 rooms — is that for the whole period or per night?#

Per night. If 3 rooms under the contract are already taken on some night of the stay, a fourth can only be sold with a reason or without the contract price.

A company employee is on holiday and pays for themselves. How do I sell?#

Choose the company in Company (contract) and tick Sell without the contract price — or do not choose the company at all, and the booking will be an ordinary one.

Can the company pay for accommodation and breakfast while the guest pays for the bar?#

Yes. In the contract, under Billed to the company, tick "Accommodation (nights)" and the services you need, and leave "Orders (restaurant, bar, room service)" unticked — the bar goes to the guest window. Breakfast included in a rate plan is already part of the nightly price.

Where do I pay the agent their commission?#

Not in the system: the Agent commission report shows the accrued amount, and the accountant makes the payment to the agent separately.

Hotel: sales and revenue
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