Service fees

Service fees are the fees charged by Spotnana or the TMC for the services provided (e.g., booking assistance, access to support, etc.). These fees are generally charged per trip. In some cases, there is also a per agent-contact fee.

TABLE OF CONTENTS

• Service fees
  • Trip fees overview
  • Company Administrators
    • Trip fee settings
    • Agent fee settings
  • TMC Administrators
    • Trip fee settings

Trip fees overview

Company administrators and travel managers can select a separate payment method to be used just for trip fees and set whether travelers will see the trip fee amount on their Checkout page, Trips page, and email confirmation. TMC administrators can additionally set the actual trip fees to be charged. 

Company Administrators

Company administrators can configure the payment method for trip fees and whether to show trip fees to the traveler at checkout. 

Trip fee settings

To configure your trip fee payment method and visibility to travelers, follow the steps below. 

1. Login to the Online Booking Tool. 
2. Select Company from the Program menu. The Settings page will be displayed.
3. Select Service fee from the Payment section on the left. The Service fee page will be displayed.
4. Select the Trip fee tab. 
5. Expand the Default settings section.
6. Set the Payment method field. This designates the payment method to be used for trip fees. Options are:
   • Same as used for booking - Use the same card the traveler selecting when making the booking. 
   • Central card - Use a company central card. You must then select the specific corporate card to be used.
   • Delayed invoicing (not settable by all users) - The trip fee will be billed to the client via an invoice issued with a regular cadence. The payment terms for the invoice (Net30, Net60) depend on the terms of the client's contract.
7. Set the Show trip fee to traveler field. This designates whether trip fees will be displayed to travelers and arrangers on the Checkout and Trips pages and within email confirmations. The trip fee will still be displayed within the payment details of the invoice and on the consolidated itinerary.
8. If you wish to configure different trip fee settings per legal entity, expand the Custom settings for legal entities section. You can set the payment method to be used and whether the trip fee will be visible to travelers (just as described above) except now these settings will only apply to the legal entity you specified. 
   • To add legal entity-specific settings, click Add and then set the set the payment method and visibility as described above. 
   • You can also edit or delete these entity-specific settings using the menu to the right. 
9. To view the Trip fee rules, expand the Custom trip fee rules section. You can only view (not edit) these settings. For each rule, there will be a Rule name, Variables (the conditions that must be met for the fee to be applied), and the amount charged for Standard and VIP travelers.

Agent fee settings

As a company administrator, you are able to view (but not edit) the Agent fee settings. To view the agent contact fees that have been configured for your company, follow the steps below.

1. Login to the Online Booking Tool. 
2. Select Company from the Program menu. The Settings page will be displayed.
3. Select Service fee from the Payment section on the left. The Service fee page will be displayed.
4. Select the Agent fee tab. The settings will be displayed. 
5. Expand the Settings section. 
   • The Agent fee to be charged field indicates how your company is charged agent support (per trip, per booking, or per contact). 
6. Expand the Agent fee charged per interaction section. 
   • The fields here display the various fees charged for each type of agent contact by billing currency (the billing currencies are associated with your legal entities). Agent contact fees can be charged per call, per chat, or per email.
   • If the Agent fee to be charged field is set to "per trip" or "per booking", you will only be charged the agent contact fees set in this section once per trip or per booking, respectively. 

TMC Administrators

TMC administrators are able to configure trip and agent-contact fees for clients. 

Trip fee settings

To configure trip fee settings, follow the steps below. 

1. Login to the Online Booking Tool. 
2. Select Company from the Program menu. The Settings page will be displayed.
3. Select Service fee from the Payment section on the left. The Service fee page will be displayed.
4. Select the Trip fee tab. 
5. Expand the Default settings section.
6. Set the Payment method field. This designates the payment method to be used for trip fees. Options are:
   • Same as used for booking - Use the same card the traveler selecting when making the booking. 
   • Central card - Use the company's central card. You must then select the specific corporate card to be used.
   • Delayed invoicing - The trip fee will be billed to the client via an invoice issued with a regular cadence. The payment terms for the invoice (Net30, Net60) depend on the terms of the client's contract.
7. Set the Show trip fee to traveler field. This designates whether trip fees will be displayed to travelers and arrangers on the Checkout and Trips pages and within email confirmations. The trip fee will still be displayed within the payment details of the invoice and on the consolidated itinerary.
8. If you wish to configure different trip fee settings per legal entity, expand the Custom settings for legal entities section. You can set the payment method to be used and whether the trip fee will be visible to travelers (just as described above) except now these settings will only apply to the legal entity you specified. 
   • To add legal entity-specific settings, click Add and then set the set the payment method and visibility as described above. 
   • You can also edit or delete these entity-specific settings using the menu to the right. 
9. To view or edit the Trip fee rules, expand the Custom trip fee rules section. For each rule, there will be a Rule name, Variables (the conditions that must be met for the fee to be applied), and the amount charged for Standard and VIP travelers.
   • To add a new trip fee rule, click Add. The Create rule settings window will appear. 
   • Enter a name for your rule in the Rule Name field. 
   • Enter the fee to be applied to Standard and VIP travelers
   • Use the Condition field to set the conditions that must be met for this rule to apply. For example, you could create a rule that states when the Trip type = Regular the fee you set will apply. This will then apply that fee for all "Regular" trips (not Events). You could create another rule for the fee to be applied to the Trip type of Event. 
   • To add more conditions, click Add Conditions. All conditions will be ANDed together (meaning that all conditions must be met for the fees associated with the rule to be applied). 
   • Click Confirm when done.
   • You can also edit or delete any custom trip fee rules using the menu to the right.