Add extra charges or recalculate a booking price

Goal

Charge the client for something that came up after booking, such as parking or waiting time, or work out the booking price again after the route or the jobs changed.

Prerequisites

• Your role can edit bookings. Creating a supplementary invoice also needs the right to create invoices.
• For an extra charge you know the description and the amount in the booking's currency.
• For a recalculation, each job of a multi-job booking has a fare.

Steps

1. Open the booking from Bookings and select the Commercial tab.
2. Find Charges and costs, and inside it Additional client charges. If the section is collapsed, open it.
3. Enter the Description and the Amount. Add Notes if you want internal context. The notes are optional.
4. Select Add charge. An Additional charge added message confirms it, and the booking total goes up by the amount.
5. If an invoice was already issued, a banner named Unbilled charges appears. Select Create supplementary invoice to bill the new charges on a separate invoice.
6. To work out the price again, go to the top of the Commercial tab and select Recalculate Price.
7. In Recalculate price?, read the line that starts with "Total" and shows the current and the new amount, and read the basis above it. Then select Apply new price, or Keep current price to leave it as it is.

Expected result

An added charge shows in Current charges and in the total. A recalculated price replaces the booking total. Check the booking's invoice afterwards so it shows the amount you expect. Added charges and recalculations are recorded on the booking timeline.

Troubleshooting

• If the new total is lower or higher than the price in the quote you already sent, that is the result of the recalculation. It uses your current rates and adds the extra charges. Choose Keep current price when the quoted price is the one the client agreed to.
• If a message says the price was left unchanged, the booking already has a payment or came from an accepted quote. Recalculation is blocked to protect the agreed price.
• If recalculation asks you to set a fare on every job, open Edit job on each job and enter its fare, then try again.
• If a charge shows Invoiced, it cannot be changed or removed until you void or delete that invoice. Use Create supplementary invoice for new charges instead.
• If you added a charge by mistake and it is not invoiced, select Remove charge and confirm.
• If Add charge is greyed out, fill in a description and an amount above zero. If a message says the charges could not be loaded, use Retry first.