Resource Fees and Prepayment

Unlike regular table bookings (guest orders freely), resources have a fixed price per slot. This article describes how to price, how pricing is presented to the guest, how it's handled at arrival, and how it affects your accounting.

Set a price on a resource:

1. Go to Admin → Bookings → Settings → Resources
2. Click the resource
3. The Price per slot field (in whole SEK)
4. Save

Examples:

• Private Room The Wine Cellar: 1 500 SEK per 2-hour slot
• Meeting room: 500 SEK per 60-minute slot
• Karaoke VIP: 499 SEK per 60-minute slot
• Bowling lane: 299 SEK per 60-minute slot

Set to 0 SEK to make the resource free to book.

How the price appears to the guest: On the public page the guest sees:

Private Room "The Wine Cellar"
12 seats · 2 hours · 1 500 SEK/slot

At booking confirmation:

Summary
-----------------------------
Resource:   Private Room The Wine Cellar
Date:       Monday May 5, 2026
Time:       19:00–21:00
Party:      6 people
-----------------------------
To pay:     1 500 SEK

Note: the price is per slot (per booking), not per person. A party of 6 pays the same as a party of 10 in the same private room.

Deposit handling (currently beta): Each booking automatically has a deposit amount matching the resource's price per slot. The deposit remains unpaid until payment happens.

Two payment scenarios – today and tomorrow:

Today: Pay at arrival The resource price works as a "line item" that you add to the guest's tab at arrival:

1. Guest arrives → you mark the booking as Seated in admin or POS
2. A tab opens in the POS with a pre-filled entry "Resource cost: Private Room 1 500 SEK"
3. The guest orders food, drinks etc. as usual
4. At checkout the guest pays everything together (resource + food + drinks)
5. Fiscal handling flows through the POS – no separate track

Pros:

• Simple, all customers are used to paying a single tab
• No separate payment systems to integrate
• Guest can cancel without refund handling

Cons:

• You don't know for sure the guest will show up until they do
• No incentive against no-show

Tomorrow: Prepayment (planned, not built) On the horizon is direct online payment via card. The flow would be:

1. Guest books and pays 1 500 SEK immediately by card
2. The deposit is marked as paid
3. If guest cancels > X hours before → automatic refund
4. If guest no-shows → no refund
5. At arrival the prepayment is offset against the food/drink tab or retained as revenue

This integration is not yet built but is planned. Until then: use pay-at-arrival.

Recommended price levels (Swedish market):

Adjust upward for premium positioning, weekend nights and major cities.

Venue fee vs. activity fee: Think through what the price covers:

• Pure venue fee – private room where guests then order food/drinks separately (recommendation is lower price, e.g. 800 SEK for 2h, expectation that guests spend 3–5 000 SEK on food)
• Activity including equipment – bowling, karaoke, billiards (price covers the lane/room fully)
• Packages – private room including menu suggestion (e.g. "The Wine Cellar + 5-course menu = 795 SEK/pers")

VAT handling: In Sweden, VAT is normally 25% on restaurant/meeting room rentals. The system handles VAT reporting via the POS when the invoice is generated. On the price label, show prices VAT-included (legal and customary).

Revenue recognition and Z-report: When the guest pays via POS, the resource cost becomes a normal order line item that ends up on:

• The Z-report of the day
• The service account class (default 3000 or specifically 3100 "Rental of premises")
• The VAT reporting via the Skatteverket export

Resource revenue is not automatically separated from food revenue in reports – we recommend creating a dedicated product group in the POS for "Resource bookings" so you can follow revenue per resource type.

Future improvement: Vendion 3.1 will bring:

• Automatic card-payment integration for prepayment
• Refund logic tied to the cancellation deadline
• Dedicated resource revenue report in Analytics++
• Deposits as % of total price (e.g. 50% deposit, rest at arrival)

Related: Public resource booking, SMS reminders for events and resources