Manual / Products & extras

Mandatory fees (cleaning, linen)

Updated on 2026-10-01

Management → Products

Holiday homes almost always charge a mandatory final cleaning, and often linen or towels as well. Mark such a product as mandatory and BedFlow charges it automatically on every booking. The guest cannot leave it out, but does see it clearly in the price breakdown.

Making a product mandatory

  1. Open Management → Products and click New product, or open an existing product (e.g. "Final cleaning").
  2. In the Booking widget behaviour section, switch on Mandatory on every booking. Bookable via widget does not need to be switched on for this.
  3. In the Price & VAT section, fill in the Price incl. VAT and the VAT rate. Optionally choose Price per person and/or Price per night.
  4. In the Applies to these units/rooms section, tick the units to which the fee applies.
  5. Click Create (new product) or Save (existing product).

You can also create the link from the unit: Settings → Room types → edit the room type → Services & policies tab → section Bookable extras in widget → tick the product (mandatory products are listed with "mandatory" after them). Both places show the same link.

Without a linked unit, the product is not charged anywhere.

How does the guest see this in the booking widget?

  • With the chosen room, the product appears as a fixed, ticked line with the label "Mandatory". The guest cannot untick it.
  • The amount is automatically included in the running total.
  • In the reservation summary, it appears as a separate line in the price breakdown, with details for per-person or per-night products, e.g. Linen package €60.00 (€15.00 × 4 people)

Which bookings is it applied to?

To every booking created in BedFlow itself:

  • Booking widget: always. BedFlow adds the fee itself, so it is charged even if something goes wrong in the browser, and never twice.
  • Manual bookings: via the room overview or the booking form.
  • Accepted quotes: when the quote is converted into a booking. Tip: also include the fee as a line in your quote, so that the quote amount matches the final booking.

OTA bookings (Booking.com, Airbnb, …) get their price from the channel. Mandatory products are not added to them automatically. Set cleaning or linen fees in the channel's extranet, or include them in your room rate.

How is the price calculated?

  • Basis = the product's price incl. VAT
  • Price per night on? → × number of nights
  • Price per person on? → × number of guests (children count). Exception: for a product in the Surcharge category, only the people above 2 count, per room. So a group with three rooms of 2, 3 and 2 people pays for 1 extra person.

So you set a fixed final cleaning without per-person/per-night; you set a linen package per person with Price per person.

On the quote and invoice

The mandatory product appears as a separate product line on the booking's (proforma) invoice, with the VAT rate you set on the product. That way your VAT breakdown stays correct: the accommodation at the accommodation rate, the mandatory fee at its own rate.

Frequently asked questions

Can the guest untick the product in the widget? No, that is precisely the point. It is permanently ticked with the label "Mandatory".

Is it charged twice if the widget already sends it along? No. The server checks what is already on the booking and only adds the product if it is missing.

Can the fee differ per unit? Yes. Create a separate product per unit (e.g. "Final cleaning small house" / "Final cleaning large house") and tick each product only for the right room type.

Does this also apply to existing bookings? No, only to new bookings. On an existing booking, you add the fee manually as an invoice line.

Is this the same as tourist tax? No. Tourist tax comes from your default tax set under Settings → Taxes. See VAT & tourist tax.

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