Define your office's fees once and let Qondor calculate and display them automatically on your offers — and invoice them with full control. A useful guide for Super admins and Project managers.
Before you begin
Calculated fees is a module that is enabled per office by Qondor. Don't see the Fees page? Read how to get started in Overview: Understanding and managing Calculated fees in Qondor.
🔒 Who can do what:
Super admins create and manage the office's fees.
Project managers apply fees to products and review them on offers.
Create and manage fees
Fees are defined per office by Super admins, under Office settings → Fees.
To create a fee, fill in the fields and save:
Name — a descriptive name for the fee. This is what project managers see when applying the fee, and what your customer sees on the offer.
Type — Percentage or Fixed amount.
Percentage: the fee is calculated as a percentage of the product price. Choose whether it applies to the excl. or incl. VAT price (Of excl. VAT price / Of incl. VAT price).
Fixed amount: a flat amount per unit, regardless of the product price. Specify whether the amount you enter is excl. or incl. VAT (Amount excl. VAT / Amount incl. VAT) — both are stored.
Article — the VAT article applied to the fee. This determines the VAT rate on the fee itself.
Product category — optional. Link the fee to one of your office's product categories. The category's name and external reference are carried through with the fee for your back-office and reporting integrations (for example GL account mapping). This field only appears if your office has product categories.
📌 Note: A fee's values cannot be changed after creation — only the product category is editable. To change a fee, create a new one in its place; fees that are not in use can be deleted. This keeps fees already applied to products predictable.
📌 Note: Product categories are managed separately in your office settings, and each carries its own name and external reference. Both follow the fee through to your back-office and reporting integrations, where you can use them to group and map fee income however your finance team needs (for example GL account mapping in your ERP system). Pick the category that matches how you expect the fee to be handled.
Apply fees to products
Project managers apply fees when editing a product, on the General and pricing tab. In the Apply a fee box:
Select a fee in the Select fee dropdown.
The Fee amount (excl. VAT) is shown immediately, based on the product's current price and quantity.
Save the product.
Standard and transport products
The fee is calculated from the product's total out price and booked quantity.
Accommodation products
The fee works the same way, calculated from the accommodation's total price and allotment.
📌 Note: Once a product is on an offer invoice, the fee selection is locked and can no longer be changed.
❗ Warning: If the VAT article linked to a fee is deactivated, a warning icon is shown next to the fee on the product. Review the fee setup in your office settings before invoicing.
How fees are calculated on the offer
When a product with a fee is accepted on an offer, Qondor automatically calculates the fee and includes it in the offer's total price. You do not need to add anything manually.
💰 Percentage fees: product price × fee percentage. Example: a 10% fee of the excl. VAT price on a 100 excl. VAT product gives a fee of 10 excl. VAT.
Fixed amount fees: the fee amount × the booked quantity. Example: a fixed fee of 50 excl. VAT with a 20% VAT article is stored as 50 excl. / 60 incl. VAT.
In Offer admin, fees are always visible in the price breakdown and the Excel export. Your customer sees the fee in Customer web and on the PDF confirmation once they have approved the product, presented under the fees section.
Review and report on fees
Offer admin
The Fees section in Offer admin shows every fee in use on the offer, with its rate or amount, VAT article, calculated amounts and invoiced amounts (excl. and incl. VAT), and totals. The section respects your current Offer admin filters.
You can also edit the heading and introduction text of the fees section shown to your customer — click the edit button in the Fees section.
💡 The Offer admin Excel export includes the fees, so you can share or analyse the full breakdown outside Qondor.
Project Ledger
Fee income appears in the Project Ledger alongside your other project finances, so you can verify your fee income before invoicing.
Invoices
Invoicing a fee is its own step — fees are not added to invoices automatically. When creating a customer offer invoice, add the fee in the Invoice fees section:
Select the fee in Add new fee.
The amount is pre-filled based on the accepted products, minus any previously invoiced amount.
Adjust the amount if you want to invoice the fee partially.
On the invoice specification, the fee appears as its own line with its name and amounts, included in the invoice totals and the VAT specification. If the fee has a product category, the category's external reference follows the fee for your back-office reconciliation.
