Quotation fees (also known as file service charges) are used when preparing a custom quote or itinerary for a client before confirming a booking.
This ensures time spent preparing non-confirmed trips is fairly compensated.
📌 Screenshot: [Quotation fee service creation placeholder]
When to add a quotation fee
When the client requests a detailed proposal but has not confirmed.
When you prepare multiple versions of a quote (e.g., two destinations).
When a quote requires time-consuming research, even if not yet booked.
How to add it
Open the relevant file (Business or Leisure).
Go to the General tab → Add Service.
Select Service Type → Other.
Fill in:
Supplier: Internal / Quotation Fee
Description: “File Service Charge” or “Quotation Preparation Fee”
Price: amount agreed with client (e.g. €50 or €100)
VAT: 21%
Click Save 💾.
💡 Tip: Add a short note such as “Deductible from total if client confirms booking” to clarify terms for the client.
To invoice the quotation fee
Go to the Travel Agreement tab → select the quotation fee service.
Create a deposit invoice (if standalone) or include it in a standard invoice.
⚠️ Important: Do not group quotation fees with travel services. They must remain visible as separate lines for accounting and transparency.