如何为预订添加费用

3 小时前

格蕾特

8 分钟

The Charges module is located in every reservation detail page, below the 金融 tab. Each charge has its own payment status and can be sent to guests for online payment through Hostex’s branded payment page.

What Charges Can Do

✅ Create one-time or recurring fees
✅ Send branded payment links to guests via email, SMS, or WhatsApp
✅ Track payment status (Unpaid → Partially Paid → Paid → Overdue)
✅ Apply taxes to charges
✅ Process refunds
✅ Automate payment reminders with notification rules

Step-by-Step: Creating a Charge

Step 1: Open the Charges Tab

Open any reservation detail page
Scroll down past the 金融标签页
点击 Charges 标签页

💡 First time? If no charges exist yet, the tab shows only the title bar and the “+ Charge” button. No placeholder text — just a clean starting point.

Step 2: Click “+ Charge”

点击 “+ Charge” 按钮
这 Add Charge popup appears

Step 3: Choose a Charge Type

The type determines the payment structure:

Type	Best For	工作原理
One-time Charge	Cleaning fees, damage, cancellation fees	Single payment, one due date
Recurring → Weekly	Weekly service fees	Auto-generates weekly instances
Recurring → Monthly	Monthly utilities, parking	Auto-generates monthly instances
Custom Charge	Flexible charges with custom naming	Manual amount and naming

⚠️ Category lock: Once a charge is created, its type cannot be changed. If you need a different type, delete the charge and create a new one.

Step 4: Fill in the Charge Details

The Add Charge form includes these fields:

场地	描述	Required?
Charge Name	Describes what this charge is for (e.g., “Cleaning Fee”, “Extra Guest Fee”)	✅ Required
Category	Select the charge type (One-time, Weekly, Monthly, Custom)	✅ Required
Amount	The amount you want to collect	✅ Required
货币	Automatically matches the reservation currency	Auto-set
Due Date	When payment is expected (one-time charges)	✅ Required
Frequency	For recurring charges: Weekly or Monthly	Required for recurring
税	Add tax to the charge amount (details below)	Optional
Payment Account	Choose which connected account receives payment	✅ Required
笔记	Internal notes about this charge	Optional

Understanding Charge Types in Detail

One-time Charge

Use for: Single, one-off payments

例子：

Charge Name: “Damage Compensation”
Amount: $200.00
Due Date: June 15, 2026

Behavior: Guest pays once, charge is marked complete.

Tax Location: Tax configuration appears directly below the amount/currency fields.

Recurring Charge (Weekly / Monthly)

Use for: Payments that repeat on a schedule

Example (Weekly):

Charge Name: “Weekly Linen Service”
Amount: $50.00 per week
Runs for the duration or a set number of instances

Example (Monthly):

Charge Name: “Monthly Parking Fee”
Amount: $100.00 per month

Behavior: The system generates individual instances for each period. Each instance has its own payment status and due date.

Tax Location (Recurring): Tax configuration appears within the frequency expansion area, below the instance list.

Custom Charge

Use for: Charges that don’t fit the standard categories

例子：

Charge Name: “Late Check-out Penalty”
Amount: $75.00

Behavior: Same flexible workflow as one-time. Custom naming gives you full control.

⚠️ Custom Charge – Tax: Does 不是 display an estimated tax amount. Tax calculations for custom charges are handled differently.

Managing Recurring Charges: Instances

When you create a recurring charge, the system generates a set of instances — one per period.

Viewing Instances

In the Charges list, click on a recurring charge row
The charge detail drawer opens, showing all instances in a list
Each instance shows:

Period (e.g., “Week 1: Jun 10 – Jun 17”)
Amount
Due date
Payment status

Instance States

Status	描述
Unpaid	Instance not yet paid
Paid	Instance fully paid
Overdue	Past due date, unpaid

Adding Tax to a Charge

How Tax Works

You can add tax to any one-time or recurring charge. The system supports percentage-based or fixed-amount tax.

Tax Configuration

In the Add Charge (or Edit Charge) popup:

找到税 section:

为了 One-time Charges: Below the amount/currency fields
为了 Recurring Charges: Inside the frequency expansion area, below the instance list

Enter:

Tax Name: e.g., “VAT”, “Sales Tax”, “GST”
Tax Rate (%): The percentage to apply
Tax Amount: Auto-calculated based on rate; you can also enter a fixed amount

The tax is automatically added to the total amount shown to the guest

📊 Invoice Display: Taxes appear as a separate line item on the Invoice, clearly showing the breakdown.

Charge Payment Status Tracking

Every charge has a status that updates automatically:

Status	Icon	Meaning	How It Changes
Unpaid	🔴	No payment received yet	Default for new charges
Partially Paid	🟡	Some payment received but balance remains	When partial payment is recorded
Paid	🟢	Fully paid	When total amount received
Overdue	🔴	Past the due date with unpaid balance	Automatically when due date passes

📌 Status tooltip: Hover over any status badge to see the exact amount paid vs. total, with monetary display.

Collecting Payment from Guests

Step 1: Click “Collect”

In the Charges tab, find the unpaid charge
点击 “Collect” button on that charge

Step 2: Choose How to Send the Payment Request

The Collect Payment popup offers these channels:

渠道	Available On	Details
Platform Message	All versions	Editable template sent through OTA messaging
Email	All versions	Full customization: Subject, Sender Name, Content
SMS	International only	Fixed system template, requires wallet balance
WhatsApp	International only	Custom message, requires wallet balance

🔴 Balance Required: SMS and WhatsApp require sufficient wallet balance. If balance is ≤ 0, a red warning appears with a “Recharge” link.

Step 3: Customize Your Message

For Email:

Edit the Subject line (e.g., “Payment Request for Your Stay at Sunny Villa”)
设置 Sender Name (e.g., “Sunny Villa Management”)
Write the Content — use the rich text toolbar to format your message
Insert Shortcodes to personalize:

简码	What It Inserts
`{{guest_first_name}}`	Guest’s first name
`{{guest_name}}`	Guest’s full name
`{{property_name}}`	Property name
`{{charge_name}}`	Name of the charge
`{{charge_amount}}`	Amount with currency symbol
`{{stay_code}}`	Reservation stay code
`{{check_in_date}}`	入住日期
`{{check_out_date}}`	退房日期
`{{payment_link}}`	The payment URL the guest clicks

⚠️ Currency format: 这 {{charge_amount}} shortcode must include a distinguishable currency symbol so guests can immediately identify the currency.

Step 4: Select Recipients

Choose who receives the payment request:

Booker — The person who made the reservation
Guest — Additional guests associated with the booking

You can select multiple recipients to send to both at once.

Step 5: Preview and Send

点击 “Preview” to see exactly what the message will look like
Verify the payment link works
点击 “Send” to deliver the payment request

Manual Payment Recording

If the guest paid you outside Hostex (cash, bank transfer, etc.):

In the Collect Payment popup, select “Manual” (Record Payment)
Add transaction details:

Amount received
Payment method (Cash, Bank Transfer, etc.)
Transaction date

点击 “Record”

The payment is recorded in the Transactions list and linked to the charge.

Editing a Charge

To modify an existing charge:

Click on the charge in the Charges tab to open the detail drawer
点击 “编辑” 按钮
You can modify:

Charge Name
Amount
Due Date (for one-time charges)
Recurrence settings (for recurring charges)
税
Payment Account
笔记

点击 “Save”

🔄 Notification recalculation: When you edit a charge, any related notification rules are recalculated — but already-sent notifications are not affected.

Deleting a Charge

Open the charge detail drawer or edit popup
点击 “Delete” 底部的按钮
Confirm in the popup
The charge and any associated pending payment links are removed

⚠️ Cannot undo. Deleted charges cannot be recovered. Make sure the charge really isn’t needed before deleting.

Processing a Refund

When to Refund

Guest overpaid or paid twice
Charge was created in error
Partial refund needed due to a discount or dispute

How to Process a Refund

There are two paths depending on the payment method:

Option A: Refund from Online Payment (Stripe/PayPal)

In the Transactions list, find the income record linked to the charge
点击 “Refund” button next to that transaction
The refund popup shows:

Original payment details (payment method, link to Stripe transaction)
Refund Amount field (max = original amount minus already refunded)
Notes field

Enter the refund amount and submit
The refund is processed through the connected payment provider

Option B: Refund for Manual Transactions (Cash/Bank Transfer)

Same workflow — but the refund method defaults to “Bank transfer”
Select the appropriate refund method
点击 “Refund”

Refund Rules

Rule	Detail
Refund Limit	Cannot exceed (Original Amount − Already Refunded)
Refund Visibility	The refund button is always visible on income rows with amount > 0
Platform Fee Note	Online payment refunds may include a note about platform processing fees

Deleting a Transaction (NOT a Charge Refund)

If you need to remove a transaction entirely (wrong entry, duplicate):

In the Transactions list, click on the transaction
点击 “Delete”
Confirm deletion

⚠️ Deleting a transaction is different from a refund. A refund creates a new negative entry; deleting removes the record entirely.

Charge Notification Rules (Auto-Reminders)

Configure what triggers automatic payment reminders, and to whom.

Location

In the reservation detail → Charges 标签页
Click the notification icon in the top-right corner of the Charges tab

Default Notification Rules

Hostex comes with 4 pre-configured notification rules:

Rule Trigger	渠道	Applies To
Charge Created	Configured per rule	Selected charge categories
Before Due Date	Configured per rule	Selected charge categories
After Due Date (Overdue)	Configured per rule	Selected charge categories
Payment Received	Configured per rule	Selected charge categories

Customizing Notifications

For each rule you can configure:

什么时候 the notification sends (relative to charge creation or due date)
Which channels to use (Platform message, Email, SMS, WhatsApp)
Which charge categories trigger this notification (select from your custom categories)
Message content — subject, sender name, and body with shortcode support

Host Notifications (In-App & Push)

Stay informed about charge payments with host-facing notifications:

Types of Host Notifications

通知	Default Channels	描述
Payment Received	In-App ✅, Push ✅, Email ⬜	Alert when a guest completes payment
Payment Overdue	In-App ✅, Push ✅, Email ⬜	Alert when a payment passes its due date

Where to Configure

Settings → Push & Notifications → below the HostGPT section

💡 You can enable/disable email notifications separately. In-App and Push are on by default.

Charges Quick Reference

Task	Location	行动
Create charge	Reservation → Charges → + Charge	Fill form → Save
Edit charge	Click charge → Edit	Modify → Save
Delete charge	Click charge → Delete	Confirm
Collect payment	Click charge → Collect	Choose channel → Send
Record manual payment	Click charge → Collect → Manual	Enter details → Record
View instances (recurring)	Click recurring charge row	Expand to see instances
Process refund	Transactions list → Click Refund	Enter amount → Submit
Set notifications	Charges tab → notification icon	Configure rules

Questions about charges? Contact our support team — we’re happy to help!