What are calculated fees
Many agencies charge a service or handling fee on top of the products they sell: a percentage of the product price, or a fixed amount per unit. Without system support, those fees live in spreadsheets or get added as manual lines on each offer. That makes them easy to forget, hard to apply consistently, and hard to see in your margins.
With calculated fees, your office defines its fees once. Project managers apply a fee to a product with a single selection, and Qondor calculates it automatically and adds it to the offer's total once the product is accepted, ready to invoice when you are.
This gives you:
Consistent fees across every project in your office.
No manual maths and no forgotten fee lines.
Fee income visible on offers, in the Project Ledger and on invoices, well before you invoice.
Good to know:
A fee is what you charge your customer on top of a product. It is not the same as a commission, which is income you receive from a supplier.
Calculated fees is enabled per office by Qondor. If you don't see a Fees page under Office settings, contact us via the chat bubble or support@qondor.com to get it switched on, at no extra cost.
How fees are calculated
Fees are set up per office and come in two types, chosen when the fee is created.
Percentage
Calculated as a percentage of the product price, based on the price excluding or including VAT (your choice at creation).
💰 Example: A 10% fee based on the price excl. VAT, applied to a 100 (excl. VAT) product, gives a fee of 10 excl. VAT.
Fixed amount
A flat amount per unit, regardless of product price. Stored as both excluding and including VAT.
💰 Example: A fixed fee of 50 excl. VAT with a 20% VAT article is stored as 50 excl. VAT and 60 incl. VAT.
Every fee links to a VAT article, which sets the VAT rate on the fee itself.
💡 Tip: Choose the excl. or incl. VAT basis to match how you quote prices to your customer, so the fee they see lines up with the price they're already looking at.
Setting up fees
Super admins create and manage fees under Office settings → Fees. Each fee has:
Name: what project managers see when applying the fee, and what your customer sees on the offer.
Type: percentage or fixed amount, plus the VAT basis (see above).
VAT article: sets the VAT rate on the fee itself.
Product category (optional): the category's name and external reference travel with the fee, for GL account mapping (matching fee income to the right account in your finance system) and other back office or reporting integrations. Only shown if your office uses product categories.
The Fees page, with a percentage fee and a fixed-amount fee already set up.
📌 Note: A fee's values are locked once it's created. Only the product category stays editable. To change a fee, create a new one in its place and delete the old one (only fees that aren't in use can be deleted).
Applying fees to products
Project managers apply a fee when editing a product, on the General and pricing tab, in the Apply a fee box:
Select a fee from the Select fee dropdown.
The fee amount (excl. VAT) is calculated immediately, based on the product's current price and quantity.
Save the product.
For standard and transport products, the fee is calculated from the product's total out price and booked quantity. For accommodation products, it works the same way, calculated from the total price and allotment.
Applying a fixed-amount fee to a standard product.
📌 Note: Once a product is on an offer invoice, the fee selection locks and can't be changed.
❗ If the VAT article linked to a fee is deactivated, a warning icon appears next to the fee on the product. Review the fee setup in office settings before invoicing.
Where fee income appears
Once a product with a fee is accepted, Qondor adds the fee to the offer's total automatically. No manual step needed.
Offer admin: every fee in use is listed in the Fees section, with its rate or amount, VAT article, calculated and invoiced amounts, and totals. Fees are always shown in the price breakdown and included in the Excel export. You can edit the heading and intro text your customer sees in this section.
Customer web and PDF confirmation: your customer sees the fee once they've approved the product.
Project Ledger: fee income appears in the Fees row and the Total sales row, so you can check it before invoicing.
Invoices: see below, invoicing is a separate step.
The Fees section in Offer admin, listing every fee in use on the offer.
The fee appears in Customer web once the customer has accepted the product.
Fee income shown in the Project Ledger, alongside sales.
Invoicing a fee
Invoicing is deliberate, not automatic. On a customer offer invoice, add the fee in the Invoice fees section:
Select the fee under Add new fee.
The amount pre-fills based on the accepted products, minus anything already invoiced.
Adjust the amount if you want to invoice the fee partially.
Adding a fee to a customer offer invoice, with the amount pre-filled.
The fee then appears as its own line on the invoice specification, included in the totals and the VAT specification. If the fee has a product category, its external reference carries through for back office reconciliation.
Who can do what
Role | What they can do |
Super admin | Create and manage fees under Office settings → Fees, including the linked product category. |
Project manager | Apply a fee to a product, and review fees on offers and in the Project Ledger. |
Customer | See the fee in Customer web and on the confirmation PDF once they've approved the product, and on the invoice once it's invoiced. |
📌 Note: Only Qondor can switch calculated fees on for an office, under Office settings → QE modules tab.
FAQ
I don't see a Fees page in my office settings.
I don't see a Fees page in my office settings.
Calculated fees isn't enabled for your office yet. Contact us via the chat bubble or support@qondor.com to get it switched on, at no extra cost.
I already had a Fees page before this. Has anything changed for me?
I already had a Fees page before this. Has anything changed for me?
If your office was already on the earlier CalculatedFees toggle, you were migrated automatically and already have access. Nothing changes on your end.
Can I edit a fee?
Can I edit a fee?
Only its product category. A fee's name, type and VAT basis are locked once it's created. To change them, create a new fee and delete the old one (only unused fees can be deleted).
Why is the fee dropdown locked on my product?
Why is the fee dropdown locked on my product?
The product is already on an offer invoice. Fee selection locks at that point.
What does the warning icon next to a fee mean?
What does the warning icon next to a fee mean?
The VAT article linked to that fee has been deactivated. Review the fee setup in office settings before invoicing.
Which price is a percentage fee based on?
Which price is a percentage fee based on?
Whichever basis was chosen when the fee was created: the product's price excluding or including VAT.
Where can I see fee income before I invoice?
Where can I see fee income before I invoice?
In Offer admin (Fees section, price breakdown, Excel export) and in the Project Ledger (Fees and Total sales rows).
Is a fee invoiced automatically?
Is a fee invoiced automatically?
No. Add it yourself in the Invoice fees section when creating a customer offer invoice. The amount pre-fills and you can adjust it for partial invoicing.