🎯Rates and Pricing Packages
With Gazebo, setting up à la carte rates or pricing packages is a snap! You can customize them for specific days of the week, times of year, programs, housing areas, and more. It’s an awesome feature that gives you total flexibility to tailor pricing exactly how you need it!
💡Tip: Before you dive in, be sure you’ve set up your Financial Accounts, Line Items, and Taxes that will apply to your rates or pricing packages. You might want to collaborate with your bookkeeper or accountant to get these values in place.
Navigate to Setup > Financial.
Create a Rate in one of the following ways:
Add a line item with a default rate
Add a rate package with line item breakouts
Add a rate package with constraints
Add a Line Item with a Default Rate
If your pricing is straightforward, just add a line item and set a default rate!
In Setup > Financial > Line Items, select the "Add Line Item" button.
Enter the Line Item information: Line Item Name, Description, Default Rate, Rate Method (Amount or Percentage), Account to associate with the Line Item.
Check the boxes as appropriate to indicate whether the Line Item is Taxable or Inactive.
Check the boxes as appropriate to indicate whether to multiply the rate by the number of days, or the number of guests (or both) when you create the booking.
Save your information or Cancel adding the Line Item.
Note: The Line Item Name and rate calculation as indicated will show on the customer invoice when you create a booking. Rates for Pricing Packages that use the line item may override the default rate calculation.
Add a Rate Package with Line Item Breakouts
If you'd like to bundle several offerings into one price, you can create a package rate by following these steps.
Select Rate Packages in the setup area. Select the Add Rate Calculation button and enter the Rate Package Name.
Choose whether to apply the rate to the number of attendees or the number of room in the booking. Enter a price for this Rate Package.
Choose the Line Item that you want to appear on the customer invoice when booking with this rate package.
Select the "+" to add a breakout for the package so that you can apply taxes to some portions and not others of the price:
Select the line item (and therefore the taxable status and tax associations) that you want to break out for this package. These "associated" line items will not show on the customer invoice, but you will be able to report on them with financial and tax reports.
Select the middle dropdown field to indicate whether the breakout is for a dollar amount or a percentage.
Enter the amount of the package price in a percentage or dollar amount that should be associated with the line item breakout.
Select the + to additional line item breakouts
Save your information or Cancel adding the Line Item breakout.
The Line Item Name for the Rate Package, and the Rate Package Amount as indicated will show on the customer invoice when you create a booking.
Add a Rate Package with Constraints
You can add constraints to check if the rate package applies to a booking, whether or not you want to break out line items. If the booking doesn’t meet the constraints, you’ll get a warning, but you can choose to override it if needed.
To set up constraints to your rate or rate package:
Select Rate Packages in the setup area. Select the Add Rate Calculation button.
Enter the Rate Package Name and choose whether to apply the rate to the number of attendees or the number of rooms in the booking.
Enter a price for this Rate Package.
Choose the Line Item that you want to appear on the customer invoice when booking with this rate package.
Add line item breakouts if you wish. These are not required.
Select the + under Calculation Criteria to add constraints to the rate/rate package:
Specify the first constraint and the rule
Click the + to add more constraints. Specify if the additional constraints all need to be met (AND) or if either need to be met (OR)
Use the Parentheses as needed to group rules together.
Save the Rate Package Details or Cancel adding the rate.
The Line Item Name for the Rate Package, and the Rate Package Amount as indicated will show on the customer invoice when you create a booking.
Add a Rate When Booking the Reservation
Once you've administered your rates and rate packages, they are available to you when booking a reservation.
Navigate to the group through your schedule Bookings
Select the Rates link and select the Add Rate button to associate a rate with this booking.
Choose a rate from the Rate Calculation dropdown list. If you choose a rate with constraints that don't meet your booking details, warnings will display as appropriate.
Enter the count (of attendees or rooms as specified by the rate details).
Keep the rate or override it with a new value. You will see the total charge appear below the Rate.
Save your rate information or Close the form without saving the rate.
Up next, we’ll set up your templates—a handy feature that makes creating invoices, emails, and contracts a breeze!