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Reference accounts for booking channel fees

Updated this week

This article explains how to set up a reference account specifically for booking channel fees (such as Booking.com or Vrbo host fees) that are not included in customer invoices.

This setup allows VRTrust to capture the exact channel fee amount from your PMS and use it in Fees & Commissions without affecting reservation totals or general ledger postings.

When This Setup Is Required

Set up a reference account for booking channel fees when:

  • Channel fees are not included in guest invoices

  • You want to use the exact fee amount from the PMS

  • You do not want the fee to impact the reservation total

  • You want to avoid estimating fees using a formula

This setup is most commonly used for:

  • Booking.com

  • Vrbo

Airbnb channel fees typically do not require this setup, as they impact guest charges and post directly to ledger accounts.

1. Create the Booking Channel Fee Reference Account

  1. Go to Settings → Accounts

  2. Select Add Account

  3. Create a new account with the following settings:

    • Account Type: Reference

    • Account Name:
      ​Booking.com Channel Commission – Reference

    • Select the appropriate category as required

  4. Save the account

This account will be used only for booking channel fee tracking and will not affect financial reporting.

2. Map the Reference Account to the PMS Channel Fee Line Type

Next, map the new reference account to the PMS line type that represents the host/channel fee.

In this setup:

  • The host channel fee line type represents booking channel commissions

  • Previously, this line type may have been excluded entirely

Update the mapping so that:

  • Booking.com host/channel fees → Reference account

  • Airbnb host/channel fees → Channel Commissions ledger account

This ensures:

  • Booking.com fees are captured for calculation purposes only

  • Airbnb fees continue to affect reservation totals and the general ledger

3. Confirm the Setup on a Booking.com Reservation

Open a Booking.com reservation and review the financial lines.

You should see:

  • The host/channel fee fetched from the PMS

  • The line struck through, indicating it does not affect the total guest charge

Example:

  • Total expected payment: $336

  • Channel fee shown for reference: $50.40

  • The $50.40 does not change the reservation total

This confirms the reference account is working correctly.

4. Create a Booking Channel Fee Template

  1. Go to Fees & Commissions

  2. Create a new Booking Channel Fee

  3. Configure the fee:

    • Booking Channel: Booking.com

    • Fee Amount: 100%

    • Account Used: Booking Channel Fee Reference Account

  4. Review Advanced Settings if needed

  5. Save the fee

This fee will now use the exact PMS channel fee value, rather than a calculated estimate.

5. Apply the Fee to Listings

  1. Go to Fees & Commissions → Listings

  2. Select the listings where Booking.com fees apply

  3. Add the new Booking.com Channel Fee

  4. Save

The reference-based booking channel fee is now active.

How This Differs from Airbnb

  • Booking.com / Vrbo

    • Channel fee pulled from PMS

    • Posted to a reference account

    • Does not affect reservation totals

  • Airbnb

    • Channel fee affects guest charges

    • Posted to a ledger account

    • Impacts the general ledger and payouts

Summary

Setting up a reference account for booking channel fees allows you to:

  • Capture exact channel fee amounts from your PMS

  • Apply those fees through Fees & Commissions

  • Keep reservation totals and financial reporting accurate

  • Avoid formula-based fee estimates

This setup is a key step when charging owners for non-invoiced booking channel fees.

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