Organisation – Taxes & Fees

Overview

This guide explains how to create, update, apply, and manage taxes and fees system-wide across venues. In MeetingPackage, taxes and fees are automatically applied to all new bookings once configured at the Organization level and enabled per venue in Settings. It’s also possible to disable a selected tax or a fee for a specific booking in My Bookings.

Fees

Overview of the Fee management including creating, updating, and applying fees. First, you need to create fees for the whole organisation to be able to assign the requested fees for each venue.

Adding Fees for the organization

Access the fee module from Organization in the right-side menu.

Click Fees to display a list of existing fees. Use the filters to narrow results by

• Name,
• Category (Accommodation, Meeting Room, Food & Beverage, Equipment),
• Type (Flat Amount, Percentage),
• Charge Option (Once; Per Night; Per Person; Per Person per Night; Per Line Item),
• Start Date, and End Date.

To create a new fee, click + New Fee and complete the required fields: Fee name, Category, Type, Charge, Default value and Start date are obligatory fields.

• Fee Name: e.g. Resort Fee or Service Charge.
• Internal Description: notes for internal users only.
• External Description: text shown to end bookers.
• Category: select one of the system defined categories: accommodation, meeting room, food and beverage or equipment.
• Type: Flat Amount or Percentage.
• Charge Option: when the fee applies (once, per night, per person, per person per night, per line item).
• Default Value: amount in the venue’s currency.
• Start Date: date the fee becomes effective.
• End Date: date the fee is no longer in effect

After creation, only

• Fee Name,
• Internal Description,
• External Description,
• Default Value,
• Start Date, and
• End Date can be edited.

Category, Type, and Charge Option become fixed once the fee is created. If you need to modify any of these settings, the correct approach is to archive the existing fee and create a new one. You can access these options through the ··· button.

Once a fee at the Organisation is defined, it can be enabled for specific venues.

Adding Fees for venues

To manage fees for individual venues, navigate to the fee module found in Settings on the right-side menu. By selecting Fees, you will see a list of all venues where fees can be applied, enabling targeted fee management across selected venues.

Organization Admins see all venues; Venue Admins see only their own venues. Use the filters to narrow results by Venue name.

It’s possible to edit fees for a specific venue or for several venues at once. To edit fees for one venue: click Edit Venue Fees under the ··· button.

Upon clicking, a list of fees that has been previously configured at the Organisation is displayed. Fill in an override value if the default value set at the Organisation is not desired. Toggle Enabled to start using this fee for this venue. Press Save changes to have this fee applied for new bookings for this venue. 

To edit fees for multiple venues at once: select venues and click Edit rows.

Upon clicking a button, a view on the right side appears displaying a list of fees that have been previously configured at the Organisation.

After selecting a fee that needs to be edited, a list of venues is displayed.

Fill in override values if the default value set at the Organisation is not desired. Toggle Enabled to start using this fee for these venues. Press Save to have this fee applied for new bookings for selected venues. 

 

Taxes

Overview of tax management including creating, updating, and applying taxes.

Adding taxes for the organization

Access the taxes module from Organization in the right-side menu.

Click Taxes to display a list of existing taxes. Use the filters to narrow results by

• Name,
• Category (Accommodation, Meeting Room, Food & Beverage, Equipment),
• Charge Option (Per Line Item, Per Night),
• Start Date, and End Date.

To create a new tax, click + New Tax.

Tax name, Category and Charge are obligatory fields.

• Tax Name: e.g. Sales Tax.
• Category: select one of the system defined categories: accommodation, meeting room, food and beverage or equipment.
• Charge Option: Per Line Item or Per Night.

After creation, only Tax Name can be edited. Category and Charge Option are locked; to change those you must archive the tax and create a new one. Access these via ··· button. 

Once a tax at the Organisation is defined, it can be configured for specific venues.

Adding Taxes for venues

Click on Configure tax values under the ··· button. A list of venues is displayed. Use the filters to narrow results by Venue name, Country, State, County and City. 

MeetingPackage allows you to edit tax settings either for a single venue or across multiple venues simultaneously. Select Edit tax from the ··· button next to the venue listing to update the tax configuration for an individual venue.

When the tax configuration view opens, you can activate the tax for your selected venue by toggling Enable tax. Be sure to enter the appropriate tax values for each State, County, and City to ensure compliance with local requirements.

 

To properly calculate tax, begin by selecting the appropriate tax base. Taxes can be applied automatically to all items within a specific category—such as accommodation, meeting room, food and beverage, or equipment—or assigned manually in My Bookings. When applying taxes to all items in a category, you can calculate the tax based on the item’s base price or on an enabled fee, such as a resort fee. For instance, a Sales Tax might be applied both to guest room charges and associated resort fees. Alternatively, if you need to apply taxes to specific items, use the manual assignment option in My Bookings. This is useful for cases like applying a Mixed Beverage Sales Tax only to certain items within a booking.

Press Save to store this tax configuration for this venue. If Enable tax is toggled, this tax will apply to new bookings. 

To edit fees for multiple venues, select several venues and follow the same process.

Taxes & Fees in My bookings

New bookings will be calculated automatically once taxes and fees are configured and enabled for the venue.

Access My Bookings in the right-side menu.

Create a booking and see taxes and fees applied automatically. This example applies a sales tax (tax) to booking the meeting room and bedrooms.

However, if a specific tax has to be manually selected and defined in the tax base, it can be applied on the line item level—for example, Extra Flip-Chart Sales Tax.

Select an item in a given booking and press Configure item taxes.

Choose a tax you would like to apply to this line item. In our case, it’s Mixed Beverage Sales Tax. Press Save.

It’s also possible to override values for fees per booking or disable a specific tax or fee. For example, certain government employees might be exempted in some cases. Go to the Fees & Taxes tab in a given booking to do that. Current taxes and fees for this booking are listed. Press Edit fees and taxes.

A view of all taxes and fees enabled for the venue at the time of booking creation is displayed. Fill in override values for fees or enable/disable a given tax or a fee. Press Save for changes to be in effect.