You can manually edit billing for amenity reservations to adjust the reservation cost. Use this feature to add custom charges, such as catering fees, or grant rebates, such as discounts on the room rental rate.
After adding custom charges or rebates, invoice totals will be auto-calculated, and the invoices can be printed.
Adding Custom Charges to an Amenity Reservation
- Click on the magnifying glass to open any existing reservation, and it will open on the right.
- Scroll down and click Edit Invoice.
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Click +Add Custom Charges and fill out the Charge Name and Additional Charge (Dollar) fields.
You can add a limitless number of charges, and they will be auto-calculated and added to the charge summary visible below.
- Click Save.
Adding Custom Rebates to an Amenity Reservation
- Click on the magnifying glass to open any existing reservation, and it will open on the right.
- Scroll down and click Edit Invoice.
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Click +Add Custom Rebate and fill out the Rebate Name and Additional Rebate (Dollar) fields.
You can add a limitless number of rebates, and they will be auto-calculated and added to the charge summary visible below.
- Click Save.
Exporting Reservation Charges
Use Export Tenant Charges to download a single report that combines reservation details and billing information, so you can bill tenants or send charges to your accounting system without merging multiple exports.
- Go to the Reservations page in the Dashboard.
- Filter the table as needed (for example, by date range or amenity), then use the checkboxes to select the reservations you want to include.
- From the bulk export options, click Export Tenant Charges.
- You can also export the full table with the export button on the right-hand side.
- The file downloads as a CSV.
Fields Included in the Export
| Field | Description |
|---|---|
| Tenant Name | The tenant the reservation is billed to. |
| Tenant Building | The tenant's building (the Homesite in Cove). |
| External Billing ID | The building's External Billing ID, used to match charges in your accounting system. |
| Meeting Title | The title entered for the reservation. |
| Amenity Name | The amenity space that was reserved. |
| Start Time | When the reservation begins. |
| End Time | When the reservation ends. |
| Duration | The length of the reservation, calculated from the start and end times. |
| Cost | The amount charged for the reservation. |
| Notes | Any notes added to the reservation's invoice. |
Tip: If the External Billing ID column is blank, add the ID to the building. See Buildings, Floors, and Suites