By default, a custom fee applies to a reservation based on its stay date. With booked date matching, you can set a custom fee to apply based on when the reservation was booked instead. This is useful when a new fee or a rate change should only affect bookings made on or after a certain date, even if the stay is months away.
When to use booked date matching
Rate changes where guests who already booked should keep the old rate, even if they stay after the change date.
New or updated estimated fees (for example, an estimated channel fee or management commission) that should only apply to new bookings.
Jurisdiction-specific fees that take effect on a booking date in one area and a stay date in another. Because the setting is per listing, you can mix both.
How it works
Each listing period on a custom fee has a Match by setting: Stay date (default) or Booked date.
When set to Booked date, a reservation gets the fee if it was booked between the period's start and end dates, regardless of when the stay happens.
The end date also works by booked date. A reservation booked after the end date will not get the fee, even if its stay falls inside the period.
If a reservation has no booked date from the PMS, its created date is used.
Booked date only decides whether the fee applies. The fee still posts on the same date as before and appears on the owner statement for the stay's month.
Change a fee rate by booked date
To charge a new rate only on reservations booked from a certain date, end the current fee by booked date and add a new fee that starts on that date. Both steps are required.
Example: Your management commission is 20%. Starting March 1, new bookings should be charged 22%. Reservations booked before March 1 keep 20%, even if they stay after March 1.
Step 1: End the current fee by booked date
Go to Fees and open the current fee (20% commission).
Edit the listing period.
Set Match by to Booked date.
Set the end date to the day before the change (2/28).
Save. The period shows a Booked date badge. The fee now applies only to reservations booked on or before 2/28.
Step 2: Add the new fee by booked date
Create the new fee (22% commission).
Add it to the listings, with a start date of 3/1.
Set Match by to Booked date. The notice will read "added to every reservation booked between" your dates.
Save. The new fee applies only to reservations booked on or after 3/1.
To do this for many listings at once, select them in the fees table and add or edit the fee in bulk. Each listing gets a period with the Booked date badge.
Result
Reservation | Booked | Stay | Fee applied |
A | Jan 5 | Feb 10 | 20% (already on the published February statement, unchanged) |
B | Feb 20 | Jun 5 | 20% (booked before 3/1) |
C | Mar 15 | Jun 5 | 22% (booked on or after 3/1) |
Important: Always end the old fee before adding the new one. If the old fee stays open, both fees apply to reservations booked from 3/1, and they are charged twice.
Fees on published statements
You can change Match by and the end date on a fee even after owner statements that include it are published. Fees already on a published statement or in closed books are never changed or reversed. Only open reservations are recalculated under the new settings.
FAQ
Will this change my existing fees?
No. All existing fees stay on Stay date. Nothing changes until you set a period to Booked date.
Does booked date matching change which statement month a fee lands in?
No. It only decides whether the fee applies. The fee still posts with the stay, as before.
What if the PMS doesn't send a booked date?
VRTrust uses the reservation's created date.
I'm coming from VRPlatform. Is this the same as the booked date option there?
Yes, it serves the same purpose. In VRTrust, the setting lives on each listing's fee period, so different listings can use different rules.