You may need to add, edit, or delete a charge on a reservation before the guest arrives or during their stay. This article explains how to manage your charges within the Charges tab of a booking.

Accessing charges

To view or modify charges:

Go to Reservations in your Amenitiz administrator area (left sidebar).
Open the booking you wish to manage and click View booking details.
Select the Charges tab.

Here, you’ll find all the charges for that reservation. They are organized by Bills, each grouping together charges.

Understanding Bills

In the Charges section, you’ll see two types of Bills:

Open Bills contain active charges that have not yet been invoiced.
Closed Bills contain charges that have been finalized. This usually happens when:
- An invoice has been issued for those charges, or
- A payment has been recorded that settles those charges
If an invoice exists, you’ll see the invoice reference (for example INV-31). You can click on this reference to open and view the invoice.

Each Bill shows:

The list of charges (with date, item, quantity, unit price, VAT, and total)
The total amount for that Bill
The billing status (open or closed)

Note: You can have one Open Bill per reservation at a time. Charges that have not yet been finalized remain in the Open Bill.

Adding a new charge

To add a new charge:

Click + Add charge at the top right of the Charges section.
The Add an extra modal opens. Fill in the fields:
- Extra — Choose the charge to add. You can search by name or category, add city taxes (listed at the end), or use Free field for a custom charge.
- Apply on — Choose Every day, Every morning, Every evening, or Custom dates to control when the charge appears.
- Select dates — If you chose Custom dates, click the dates that apply.
- Adults and Price / adult — The number of adults the charge applies to per room, and the price per adult.
- Children and Price / child — The number of children and the price per child. Leave at 0 if children aren't charged.
The summary at the bottom of the modal shows exactly which charges will be created and the total before you confirm.
Click Add to apply. One charge is created for every room and date in your selection — all in a single action.

The price updates automatically based on your settings in Booking Engine > Extras.

Note: VAT is automatically applied based on your extras. For free-field charges, you can manually select the VAT rate. Once a discount is applied to an EXTRA line item, further changes to that item are locked. The system permits only one modification, so after applying the discount, the EXTRA cannot be edited again.

Editing a charge

To edit a charge:

Click the … menu next to the charge.
Select Edit, or click Edit charges at the top of the bill.

You can edit charges when the bill is not linked to an issued invoice. This includes:

Charges in the Open Bill
Charges in a Closed Bill that does not yet have an invoice

If the bill is linked to an issued invoice, the charges cannot be edited. To make changes, you’ll first need to cancel the related invoice (which creates a credit note). Once the invoice is cancelled, the charges become editable again.

Important: If a draft invoice exists for the booking, charges in the Open Bill cannot be edited, even if the invoice hasn’t been issued yet.

📌 Workaround:

Delete the draft invoice
Edit the charges in the Open Bill
Create the invoice again once your changes are complete

We’re aware this experience is not ideal and are working on improving it.

Handling Pending Charges

Pending charges or bills cannot be modified because they are linked to a payment (e.g., a payment link or scheduled payment). To edit pending charges:

Cancel the associated payment link or scheduled payment, then edit the charges.
Alternatively, wait for the payment to complete, after which the charges can be edited.

Applying a discount

You can apply a discount to a specific charge — for example, to reward a loyal client or to adjust a nightly rate.

Discounts must be applied to individual charges and cannot be applied to an entire booking. Once a discount is applied, it cannot be undone. Discounts are recorded for compliance with NF525 regulations, ensuring that past charges are not deleted but adjusted through negative charges or cancellations.

Deleting a Charge

To delete a charge:

Click the … menu next to the charge.
Select Delete.

Once deleted, the charge will be permanently removed from the booking. If you wish to reapply it, you’ll need to manually recreate it.

Important: You can only delete charges from the current or future dates.
If a charge has already been invoiced, you’ll need to cancel the related invoice first (which creates a credit note). Once cancelled, the charge can then be updated or deleted. Once deleted, a charge is permanently removed.

FAQs

What happens if I create a charge by mistake?

If the charge belongs to a bill without an issued invoice, you can simply delete it using the … menu. If the charge has already been invoiced, you’ll need to cancel the invoice before making changes or removing the charge.

Can I invoice only part of the charges in a booking?

Yes. You can invoice one or several charges together, depending on what you want to include. For example, you can invoice only the minibar charges now, and the rest of the charges later.

What happens if I cancel an invoice linked to a Bill?

When you cancel an invoice, the related Bill becomes editable again. You can then change, add, or delete charges and issue a new invoice afterward.

Can I add or edit charges from the Amenitiz mobile app?

You can add extras (existing charges) from the mobile app, but editing or deleting charges is only available from the desktop version.

Why can’t I edit charges in an Open Bill?

Charges cannot be edited when they are linked to an issued invoice or when a draft invoice exists for the booking.

If a draft invoice exists, the Open Bill becomes temporarily locked. Delete the draft invoice to edit charges, then recreate the invoice afterward.

If the charges belong to a Closed Bill linked to an issued invoice, you must cancel the invoice first before editing the charges.

How do charges, payments, and invoices work together?

When you update charges in a booking, the total amount of the reservation updates automatically. Payments and invoices are managed separately.

Bills group together charges in a reservation.
Bills can be Open (still active) or Closed (finalized).
Charges usually become finalized when an invoice is issued or when payments settle the charges.
Payments are recorded in the Payments tab of the reservation.
Invoices are fiscal documents created from one or more charges or bills.

Can I add the same charge to multiple rooms at once?

Yes. When the booking has multiple rooms, the Add an extra modal applies the charge to every room you select — no need to repeat the action room by room.

Can I apply a charge across a date range?

Yes. Use Apply on to choose Every day, Every morning, or Every evening for a recurring charge across the stay. Use Custom dates to pick specific days.

How are children priced differently from adults?

Use the separate Adults and Children counters with their Price / adult and Price / child fields. The system creates one charge line for adult pricing and a separate line for child pricing. Leave the child price at 0 if children aren't charged.