bookingkit issues a monthly invoice to the adventure provider. This article explains the bookkeeping and billing in more detail.
On the monthly invoice, the first page of the fees shows "already paid" in the overview.
"Already paid" means that bookingkit will deduct the fees for online payment transactions immediately after payment before the money is transferred to the trust or PayPal account.
In order to avoid double payment of the fees, they will be accounted as already paid. On the following pages you will find the fees that have already been paid marked green. Therefore it makes sense to print out the invoices in colour (not in black and white), if they are passed on to the accountancy/tax consultant.
On the last page of the attachment you will find the calculation of the total fees already paid, which should be identical on the first page.
Note on gross/net fees:
Please take into account that bookingkit always collects the fees already including VAT in your contract at https://admin.bookingkit.com/account/contract. However, as your contract is based on net values, both gross and net values are shown in the order export.
Note on any rounding differences:
These arise if the VAT is calculated “horizontally” in the first step, but is later corrected “vertically”.
Background: As a provider, we charge you the full gross amount for every online payment, but your contract is based on net amounts plus VAT. This is why we recalculate the net amount when issuing the monthly invoice - rounding differences of this kind are to be expected.
Note on the invoice item “Other”
As a general rule, invoices with an invoice amount of less than €1 will not be collected by direct debit. Instead, the corresponding invoice document is created and sent, but the actual invoice is not issued until the following invoice. This item on the invoice is then indicated as “Other”.
Why are orders sometimes listed on my invoice that I can't find in my bookingkit account?
Sometimes an online payment via Stripe can also fail. This leads to the generation of the order code in the system and the calculation of the fees, but ultimately there is no successful order behind it. (You as the provider can only ever call up successful orders in your bookingkit account).
In individual cases, these failed orders and their fees are also listed on the bookingkit monthly invoice, but are balanced out by a second correction line.
What fees are charged with the monthly invoice?
1. Fees that are deducted directly from the end customer payment
For payments processed online, e.g. via PayPal or credit card, bookingkit deducts the following fees directly from the end customer payment:
Participant fees: For each participant in a booking.
Booking fees: For each booking created via the bookingkit widget (including on-site payment).
Online payment fees: Transaction fees incurred via the payment provider Stripe.
Commissions: If the booking is made via a marketing partner.
The payment is made directly to your Stripe wallet after deduction of the fees.
2. Fees that are charged via the monthly invoice
Some fees cannot be deducted directly from your end customer's payment and are therefore charged retroactively as part of the monthly invoice:
Fees for manual orders: These are incurred, for example, when adding an additional subscriber or processing a booking, provided this increases the order value.
Fees for asynchronous payments: These include SEPA direct debits or bank transfers. Here, the ticket and booking fees are due immediately when the order is created and billed via the monthly invoice, as there is no online payment process in which these could be offset. As soon as the end customer's SEPA payment has been processed (after 3-14 days), the online payment fees will also be deducted before the amount is credited to your Stripe Wallet.
3. Difference between online payment, booking and ticket fees
The fee categories include:
Participant fee: Applies to each participant of an order.
Booking fee: Charged for each booking via the bookingkit widget.
Online payment fee: Charged for each transaction via Stripe.
Commission: Applies to orders via marketing partners.
4. Overview matrix: When are which fees charged?
Payment method | Participant fee | booking fee | online payment fee | commission | bank working days |
|
O | O | O | O | 0 |
| |
O | O | O | O | 1 |
| |
X | X | O | X | 4-7 |
| |
X | X | O | X | 5-14 |
| |
X | X | X | X | 0 |
|
Legend:
O: Fees are deducted directly from the payment.
X: Fees are charged via the monthly invoice.
5. Special Conditions for Booking Changes
If a participant is added later or the order value increases (e.g., due to a rebooking), the additional fees and commissions incurred will always be charged as part of the bookingkit monthly invoice.
What happens if my monthly bookingkit invoice results in a credit?
In such cases, the credit will not be paid out but will automatically be offset against the next bookingkit monthly invoice.
Display of Credit on the Invoice:
Offsetting the Credit on the Subsequent Invoice:
What does the invoice item "One-time bookingkit setup and usage fee" mean?
As you may already know, bookingkit offers contracts where the basic fee is due in advance for 12 or 24 months. According to the agreement, these contracts are automatically renewed unless a written objection is submitted in advance, considering the applicable deadlines.
If the time comes in a given month and the basic fee for the next contract period becomes due, the corresponding amount will be labeled with this wording on the invoice.
This exact wording is crucial for how we, as bookingkit, handle this prepayment from an accounting perspective. Therefore, any changes or adjustments are not possible.