Managing events already stretches your time, energy, and attention. Hidden costs, manual fee calculations, and constant updates can silently drain even more of it. Qondor's Calculated Fees feature is designed to take that weight off your shoulders. Instead of wrestling with spreadsheets or double-checking numbers late in the day, you can rely on Qondor to handle the complexity for you.

Calculated Fees give you clarity, control, and the reassuring sense that nothing is slipping through the cracks. You'll create proposals faster, price with confidence, and free up time to focus on the meaningful parts of your work.

PREREQUISITES

Before you can start using Calculated Fees, make sure the following are in place: Calculated Fees must be enabled for your office. Get in touch with us, and we'll take care of the rest.

Setting up fees as a Super Administrator

Super Administrators can add fees at the office level, ensuring that every Project Manager works from the same rules and structures. This keeps pricing aligned across your organisation and removes the risk of individual variations that can lead to confusion later on. Once fees are added, they are available across all offers and products, making the pricing experience smoother for your team and more transparent for your customers.

Creating a new fee

When creating a fee, you'll need to provide:

Field	Description
Name	Display name shown to customers on the offer in Customer Web (e.g. "Service Fee", "Booking Fee")
Percentage	The fee percentage to apply (supports decimals)
Calculation basis	"Of excl. VAT price" means the fee is calculated from the price excluding VAT; "Of incl. VAT price" means it is calculated from the price including VAT
Article	The VAT article applied to the fee — this determines the VAT rate charged on the fee itself

Example: A 10% fee "of excl. VAT price" on a product priced at 120 incl. VAT (= 100 excl. VAT at 20% VAT) results in a fee of 10 excl. VAT.

Important notes on fee management

Fees cannot be edited after creation. If you need to change a fee, you'll need to delete it (if unused) and create a new one. This ensures consistency in historical data.
Fees can only be deleted if they haven't been used on any product. Once a fee is applied to a product, it cannot be removed from the system.

WORKING WITH FEES AS A PROJECT MANAGER

Once your office has set up its fees, they slot naturally into your everyday workflow. As a Project Manager, you won't need to second-guess where they belong or how they're calculated — Qondor handles that for you.

Managing fees in Offer Admin

Once fees are available in your office, you'll see two new fee columns in Offer Admin — Fee (ex) and Fee (inc) — giving you a clear, instant overview of the fee amounts (excluding and including VAT) for each product. This visibility helps you spot gaps quickly and stay aligned with your pricing structure.

Using the fee filter

You can use the Fee filter in Offer Admin to:

Filter products by a specific fee
Show only products with no fee assigned
Combine with other filters like product status (e.g. only accepted products)

This makes it easy to review and manage fees across large offers.

Bulk editing fees

Need to add the same fee to multiple products at once? Use Bulk Edit:

Select the products you want to update (tick the checkboxes)
Click Bulk Edit in the filter bar
Check Set fee and select the desired fee from the dropdown
Click Confirm

You can also use Bulk Edit to remove fees from multiple products by selecting [Remove fee] from the dropdown.

Adding fees in Full Product Edit

In Full Product Edit, you can add a fee directly to a product:

Open the product for editing
Find the Apply a fee section
Select a fee from the dropdown

The moment you select a fee, Qondor automatically calculates the fee amount (excl. VAT) based on the current product value, so you instantly see the impact on your pricing. The dropdown shows the fee name along with its percentage and calculation basis — for example, "Service Fee (10% of excl. VAT)" — so you always know exactly what you're applying.

Note: If a fee's VAT article has been deactivated, a warning icon will appear next to the fee selection. Contact your Super Administrator to resolve this before the fee can be used reliably.

Fees for accommodation products

For accommodation products, fees are calculated based on the total price of the entire accommodation product. The fee is applied at the accommodation level, rather than per room or per night. If you choose to price accommodation in more detail, the fee still remains tied to the overall accommodation item.

Fees for transport products

Transport products also support fees. The fee is calculated on the total transport product value, including all segments.

The fee section in Offer Admin

As soon as you've added fees to products within the offer, a Fees section appears at the bottom of Offer Admin. This gives you an instant overview of all applied fees across the entire offer — a quick way to sense-check your pricing before sharing it with your customer.

The Fees section shows a table with:

Fee name and Percentage
VAT article used for the fee
Amount (ex) and Amount (inc) — the calculated fee amounts for the current offer
Invoiced (ex) and Invoiced (inc) — amounts already invoiced against each fee
A Total row summing all fees

You can click the Edit button to open a slide-in window where you can:

Rename the Fee header as it appears in Customer Web
Add an introduction text (supports rich text), helping you clarify fee details in a friendly, transparent way

Understanding totals with fees

When Calculated Fees is enabled, you'll notice some changes in how totals are displayed:

Total Sales — Total Out + Fees (this replaces "Total Out" when fees are enabled)
Total Profit — Revenue + Commission + Fees (fees are included in profit calculations)

This ensures your financial overview accurately reflects the full value of your offer.

HOW FEES APPEAR IN CUSTOMER WEB

When your customer views the offer in Customer Web, any products they accept that include a connected fee will automatically display the calculated amount in a dedicated Fees section at the bottom of the offer, as well as in the total price.

What your customer sees

The Fees section appears after the products, showing a summary of all applicable fees
Each fee row shows the fee name, price excl. VAT, VAT, and price incl. VAT
The fee heading displayed is the same name you've set up in your office; if you've customised it or added an introduction text in Offer Admin, these will appear here too
Fees are calculated dynamically based on which products are accepted — if a customer changes their selection, the fees update automatically

This creates a transparent pricing experience without extra explanation, helping your customer make decisions with confidence, knowing the totals are accurate and complete.

INVOICING FEES

When you're ready to invoice, you can include fees based on what was agreed in the offer. Fees are added as dedicated fee lines on the invoice, giving you flexibility in how and when you choose to invoice them.

Viewing fee information before invoicing

If you need to check the exact fee values before invoicing, you'll find them in:

Offer Admin — in the Fees section at the bottom
Project Ledger — see the dedicated Fee and Total Sales rows

Adding fees to the invoice

In the Invoice fees area of the Create Customer Offer Invoice page, you can add fee lines directly to the invoice:

Click Add fee line
Select the relevant fee from the dropdown
The connected VAT article is automatically pre-selected based on your fee configuration
The amount is pre-filled (incl. VAT) based on the total accepted fee value minus any previously invoiced amount — a hint below the line shows the breakdown so you can verify at a glance
Adjust the amount if you're invoicing partially, and choose whether it is entered including or excluding VAT

Previously invoiced fees

If you've already invoiced part of a fee, a Previously invoiced fees section will appear above the new fee lines, showing:

Description of each previously invoiced fee
VAT article used
Amounts (excl. VAT, VAT, incl. VAT)
Running totals

This helps you track what's been invoiced and what remains outstanding.

REPORTING ON FEES

Project Ledger

The Project Ledger has been updated to support Calculated Fees:

Fee row — Shows your pending, confirmed, and invoiced fees
Total Sales row — Sales + Fees = Total Sales
Total Profit — Now includes fees in the calculation

Fee values update based on product status:

Pending fees — From products with a pending or unsure offer status
Confirmed fees — From products with a confirmed (Yes) offer status
Invoiced fees — Fee amounts that have been invoiced to the customer

APIs

API support for Calculated Fees is not yet available. Contact support@qondor.com if you have specific integration needs.

Power BI reports

Power BI report updates for Calculated Fees are planned for a future release.

Quick reference

Task	Location	Role
Create and manage fees	Office Settings → Fees	Super Administrator
Assign fees to products	Full Product Edit or Bulk Edit	Project Manager
View fee overview	Offer Admin → Fees section	Project Manager
Customise fee display	Offer Admin → Fees section → Edit	Project Manager
View calculated fees	Customer Web → Offer	Customer
Invoice fees	Customer Invoicing → New Offer Invoice	Project Manager
Track fee revenue	Project Ledger	Project Manager