Managing products & extras

Updated on 2026-10-29

Management → Products

This is where you manage all the extras a guest can add to their booking or that you put on an invoice yourself: breakfast, a bottle of cava, a wellness session, an extra bed, the final cleaning, the drinks from your honesty bar.

Adding a new product

1. Open Management → Products and click New product.
2. Fill in the sections (see the table below). At least a Name, a Category and a Price incl. VAT.
3. Under Applies to these units/rooms, tick the units the product belongs to.
4. Click Create.

The fields

Worked example: Cheese board in the room at €18, bookable, Guest chooses quantity and Price per person on, Price per night off. A party of 3 chooses 2: 2 × 3 × €18 = €108.

Categories

Surcharge per extra person (extra bed)

A product in the Surcharge category with Price per person is the extra person surcharge. BedFlow charges it automatically for every person above 2, per room, on every booking: via your website, on a booking made in the admin and on every quote. The guest cannot untick it and you don't have to add it yourself.

• Who counts: adults and children take a bed and count. Babies in a cot don't count; the widget has a separate counter for them. Up to what age someone is a baby or a child is set under Settings → My property → Children & infants (Baby up to age, Child up to age). If at your place a child from 6 counts as an adult, set Child up to age to 5.
• Price: the price of the product, per night if Price per night is on. A group with three rooms of 2, 3 and 2 people pays for 1 extra person, not for 5.
• Where: only for the units you link to the product.
• VAT: the surcharge is accommodation and gets the same VAT rate as the room (from your tax set), not the rate on the product.
• On invoice and email: a line of its own, e.g. "Extra persoon op de kamer: 1 pers. × €40,00 × 4 nachten". The deposit includes it.
• Guests added or removed: if you change the number of guests on an existing booking (Edit booking → Stay → Number of guests), BedFlow adjusts the surcharge too. The difference appears as an open balance on the proforma; a payment stays as it is. BedFlow never changes a final invoice: you get a notification instead. On a booking with several rooms BedFlow does not pick a room itself. An OTA booking gets no separate surcharge line (see Via an OTA).
• Via an OTA (Google, Booking.com, Expedia ...): the guest pays the channel's price. If the unit's rate plan on that channel prices per person, the surcharge is part of that price: 3 people pay the price for 2 plus the surcharge. If it still prices per room, a third person pays nothing extra there. A child does not count in that price, because the channels price per adult. When an OTA booking misses the surcharge this way, you get a notification. To have the surcharge count on a channel, ask BedFlow support.
• Switching it off: set the product to inactive or unlink it from the unit.

If a unit allows more than 2 people without a surcharge and without an occupancy price above 2 people, a third person costs nothing. BedFlow then shows a warning on the room type (tab Prices, section Extra person), on a new booking and on a quote, and sends you a notification when such a booking comes in.

In the other categories, every guest counts.

Discount with overnight stay

In the Price & VAT section, you enter a Discount with overnight stay per product. That amount is deducted from the price when the guest books the product together with a room: in the quote, with a booking and on your website. For example €20 off a wellness session of €199: with an overnight stay the guest pays €179, without an overnight stay €199.

• Empty or 0 means no discount. Each product has its own amount: a bathrobe or an extra person only gets a discount if you add one yourself.
• The discount never goes below zero.
• A price you type in yourself in a quote is left untouched.

Which units is a product linked to?

A product appears in the widget and is charged for the units you tick. You can do this in two places, which show the same link:

• on the product itself: section Applies to these units/rooms;
• on the unit: Settings → Room types → edit the room type → Services & policies tab → section Bookable extras in widget. Only active products that are Bookable via widget or Mandatory on every booking are listed there.

That way you can, for example, offer the linen package only with the big house, and the extra-person surcharge only with rooms that have space for a third person. Does the price differ per unit (e.g. final cleaning for a studio versus a villa)? Then create a separate product per price and link each one to the right units.

Billed by another property

Do you have several properties in your account, and does one of them rent out an extra with another? For example: the rent of a private holiday home goes to your private account, but your business rents out the bed linen. Then you let the business property bill that product.

This feature is off by default. You switch it on per property:

1. Open Settings → My property of the property the guest books (the holiday home) and, in the section Bill extras through another property, switch on Let another property bill extras. You only see that section if your account has at least two properties.
2. Open the product (e.g. bed linen) of that property. In the new section Billed by, choose under Property the property that bills it. You only see the other properties of your own account.

What then happens with a new booking that includes that product:

• The product does not go on the booking's proforma and does not count towards the booking's balance or deposit.
• It goes on a separate proforma of the other property, with that property's numbering, company details, VAT number and bank account. The line mentions the holiday home and the dates of the stay.
• The guest pays that proforma through that property's payment link, with that property's payment methods (e.g. Stripe). You find it under Invoices of that property.
• If you change the extra on the booking, BedFlow updates the separate proforma. If the extra disappears or the booking is cancelled, an unpaid separate proforma lapses. If a payment is already on it, it stays and you decide about a refund.
• An extra you add yourself with + Item on an invoice stays on that invoice.
• If you later switch the setting off, that applies to new bookings. What is already booked stays with the property that bills it.

What the guest sees: in the booking widget, the confirmation emails and the payment page, the amounts are shown separately, e.g. "Stay, payable to Zeeparel XL", "Bed linen, payable to Domein Rietvelde" and the combined total. The booking's deposit only covers the stay. The confirmation emails, the thank-you page after booking online and the booking's payment page have a second payment button for the extra, with the other property's payment link.

Known limitations: the other property does not have to approve the choice itself. A quote still shows the extra in its own total and deposit; the split only happens when it is accepted. The separate proforma is not finalised along with the check-out: do that yourself under Invoices of the other property. If it has already been paid and the booking is cancelled, BedFlow does not create a credit note or refund. VAT rate and ledger account come from the product: set them there the way the other property needs them.

The list

For each product, the list shows the photo, the name, the category, the price, whether it is in the widget (Widget) and whether it is Active. You can filter on Category, Active and Bookable.

Via the menu at the end of a row you can view, edit, Duplicate or delete a product.

Duplicating

Handy for variants. Create "Standard breakfast", choose Duplicate on that product, name the copy "Vegetarian breakfast" and adjust the price.

Honesty bar

Products in the Honesty bar category appear on the guest page during the stay. The guest taps what they took and every tap becomes a line on their invoice; you see it straight away. To ring up consumption at the bar or the counter yourself, use the POS. Do you want guests to scan a drink and pay straight away? See Bar QR.

Frequently asked questions

My product is not in the widget. Why? Check three things: Active is on, Bookable via widget is on, and the product is linked to the unit the guest is booking.

Which VAT rate should I choose? That depends on the product and the country. If in doubt, ask your accountant. The rate on the product is used everywhere: in the widget, on the invoice and in the POS. One exception: the extra person surcharge is accommodation and follows the VAT rate of the room.

Can I hide a product temporarily without deleting it? Yes, switch off Active.

Related

• Mandatory fees (cleaning, linen)
• POS: charging bar & consumption
• Wellness bookings
• Bar QR: scanning and paying for drinks