Learn what calculated fees are, how they're calculated, and where they appear across offers, the Project Ledger and invoices.
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 as manually added lines on each offer: easy to forget, hard to keep consistent, and invisible in your margins.
With Calculated fees, your office defines its fees once. Project managers then apply a fee to a product with a single selection, and Qondor calculates the fee automatically and includes it in the offer's total price when the product is accepted — ready to be invoiced when you are.
This gives you:
Consistent fees across all projects in your office
Fees calculated automatically — no manual maths, no forgotten fee lines
Fee income visible on offers, in the Project Ledger and on invoices
📌 Note: Calculated fees are the fees you charge your customer on top of a product. They are not the same as commissions, which track the income you receive from suppliers. Read more in Overview: Understanding and managing Commissions in Qondor.
How fees are calculated
Fees are defined per office and come in two types:
Percentage
The fee is calculated as a percentage of the product price, excluding or including VAT — you choose the basis when creating the fee.
💰 Example: a 10% fee based on the price excluding VAT, on a 100 (excluding VAT) product, gives a fee of 10 excluding VAT.
Fixed amount
A flat amount per unit, regardless of the product price. The amount is stored as both excluding and including VAT.
💰 Example: a fixed fee of 50 excluding VAT with a 20% VAT article is stored as 50 excluding VAT and 60 including VAT.
Each fee is linked to a VAT article, which determines the VAT rate applied to the fee itself.
💡 Choose the calculation basis (excluding or including VAT price) to match how you quote prices to your customers — that way the fee your customer sees lines up with the price they are looking at.
Where fees appear
Fees follow the product all the way through your workflow:
Offer admin — fees are always shown with the offer's price breakdown, and are included in the Excel export.
Customer web and PDF confirmations — your customer sees the fee once they have approved the product.
Project Ledger — fee income is visible alongside your other project finances.
Invoices — when creating a customer offer invoice, you add the fee as its own line. The amount is pre-filled from the accepted products, and you can adjust it for partial invoicing.
The fee appears in Customer web once the customer has accepted the product.
Fee income shown in the Project Ledger, alongside sales.
Who can do what
🔒 Access to calculated fees depends on your role:
Super admin — Define and manage the office's fees under Office settings → Fees, including the product category whose name and external reference are carried through with each fee for back-office and reporting integrations.
Project manager — Apply a fee to a product when editing it, and review fees on offers and in the Project Ledger.
Customer — See the fee in Customer web and on the confirmation PDF once they have approved the product, and on the invoice once it is invoiced.
Get started with Calculated fees
By using Qondor's calculated fees, you can save time, keep your fees consistent across projects, and make your fee income visible from offer to invoice. Ready to automate your fees? Contact us via the chat bubble or support@qondor.com to start managing fees efficiently in Qondor.