Managing Billings (Pro Edition)
With the Room Bookings Pro Edition you can track and manage
billings pertaining to room bookings, activities and catering.
Whether you're billing all attendees, or a single host, or charging
another department, it can all be managed from Room Bookings
Jump to a topic:
Defining Your Billable Items
To setup the various items that you might charge for, this can
be done under Settings > Misc > Room Bookings. There
is no limit to the number of charges you can setup.
This can be anything such as:
- room reservation fees
- A/V setup or equipment rental
- catering items
- event tickets
- cancellation fees
- hourly rentals
The only limit is your creativity!
Click the Add New Fee button to create a new billable
option. You can also specify an internal fee and external fee.
Supporting two different fees can simplify the process or charging
a lower rate for your own residents, compared to situations where
you rent out your spaces to external parties for weddings, meetings
or other events.
Think of these fees as the list prices. These can then be
changed on the fly with any room booking billable just by
overwriting the default price.
- You can define a Billing Code for each item. The
billing code options come from Settings > Pick Lists >
- Include by Default will always add this fee to any
room booking billing.
- Catering Item allows you to specify more details
specific to catering such as how many it serves, further details
about the item as well as a picture.
Tip: Any item flagged as a Catering
Item will also be available on the Setup/Tear Down tab under the
Add Catering section. You can build out catering requirements for
any event using the items you setup here.
Marking a Room Booking As Billable
On your room booking form, the new Billing tab lets you
define in detail exactly how the event should be billed. Just check
the Billable checkbox and define your billing mode.
The various billing modes have specific use cases and features
to allow lots of flexibility.
Per Attendee Mode
This is common for some resident activities where there are fees
for participation and often for catering costs. In the Per
Attendee mode, all residents on the Attendee tab who
were marked as attended will get individual bills.
- Use the Include Staff checkbox to also create a bill
for any staff members who attended.
- Use the Also Bill Ad-hoc Attendees checkbox to create
a bill for family, caregivers, or other ad hoc people who have
- Bill Cancelled/No Show Attendees checkbox overrides
the default of only creating bills for those who attended. If you
want to create a bill for those who cancelled their sign up or for
those who just didn't show, use this option. It's typical that
you'd have a specific cancellation fee established to charge in
In this case you can choose 1 person who is footing the bill.
The person must be an attendee. Just pick them from the list of
attendees and click Add. A great example of when this gets
used -- let's say Mr. Wilson is throwing a surprise party for his
wife in the private dining room. He would get charged as the host,
and foot any costs for room fees or catering.
Use this in cases where the fees are coming out of a specific
department budget -- think catering charging fees to the
Maintenance department for providing lunch and refreshments to all
staff attending an on-site training session. Simply pick the
Department name, a staff department contact and click
Save. When in department mode, we don't require attendees
on the attendee tab, you can just pick a department and contact on
the fly when creating the bill.
Tip: you can mark a room booking as
billable at any time, well before an event, even before you have
attendees or on recurring room booking templates. A reminder to
reconcile the bill after the event has taken place will show up on
your Room Bookings dashboard so you can fine tune your
Creating a Bill for an Attendee, Host or Department
The mechanics are the same no matter what the billing mode is,
but the screenshots below will apply most to Per Attendee
billing mode as it's the most common.
Add One or Many Items to An Attendee
Choose one of your attendees on the Billings tab and
click Add New Charge.
In the Add Billable Items pop-up select the checkboxes
for the internal or external rates for all the items you wish to
bill, then click Add.
Adjust Quantity and Price and Apply to All
Now assuming all attendees are being charged the same, you can
click Apply to All to replicate this bill across all
attendees. If any fine-tuning needs to happen on prices, billing
codes or event quantities, you can edit each of those items before
applying. Remember to click the Save button to save the
changes on the Billing tab.
Tip: For times when you have lots
of attendees to bill and there is some variation on what you're
charging, always start with the most common bill. Once you create
that for one attendee, apply it to all, then edit just the
anomalies. A good example is a boxed lunch fee. Maybe 8 attendees
had the non-vegan version and 2 had the vegan version. Apply the
non-vegan boxed lunch to all attendees, then just edit the 2 who
had the vegan version.
Reviewing and Exporting Billings From Your
Throughout a given month, as you start to flag room bookings as
billable, these billings aggregate on your Room Bookings
dashboard under an indicator called Room Booking
Here you'll see any billings where the Bill Date is
today or earlier and the Sent to Accounting date is has
not been set. Every person who's listed on the room booking Billing
tab will appear as a record on your dashboard.
You should consider reviewing this dashboard monthly with a goal
of exporting your billings to one of the 4 available formats, or
printing invoices (coming soon). Once the billings have been
communicated, you can use the Mark As Sent To Accounting
action to clear it's from your dashboard.
With various billing recipients such as residents, departments,
staff and ad hocs, you might want to provide that data differently
to accounting depending on who is being billed.
For resident billings, you'll probably want to export to AOD,
HealthMedX/Vision or PointClickCare formats. To quickly access just
resident billings, use the Drill Down Filter called
Bill Type and hide the non-resident varieties so you're
just working with resident billings.
Now use the Select All action at the top of the list to
select all visible billings, then click the Export batch
action to choose the export format.
Tip: For AOD exports, there's a
couple prerequisits with company numbers and resident account
numbers. Review this blog post for
Once you've successfully exported your billings, it's important
to use the Mark As Sent To Accounting action to remove
them from your dashboard in order to make room for the next month's
Note that in all exports we're exporting each line item. So a
resident might be billed for $19 which is comprised of $10 event
ticket and $9 boxed lunch -- in the export you'll see those two
line items, each with potentially separate billing codes.
Printing Invoices (Coming Soon)
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