When guests pay for their bookings through a tour operator, such as Booking.com, it is important to record these payments correctly in our booking system. This prevents guests from receiving unnecessary payment reminders and ensures that no incorrect outstanding balances remain.
Since tour operators often transfer the payments they receive at a later date, you can set up a separate payment method linked to a clearing account.
How to process payments from a tour operator
To process tour operator payments correctly, you first need to create a general ledger account and a corresponding payment method. You can then record payments for bookings and reconcile the payouts.
Step 1: Create a general ledger account
First, create a general ledger account to record payments received through the tour operator.
Click New ledger account.
Under Balance or income statement, select Balance.
Under Type, select Bank.
Enter an account number and description of your choice, such as 'Booking.com clearing account'.
Save the general ledger account.
For more information, see the article Ledger accounts.
Step 2: create a payment method
Next, create a payment method and link it to the general ledger account.
Add a new payment method, such as 'Paid via Booking.com'.
Link the payment method to the ledger account you created in step 1.
Save your changes.
For more information, see the article Create a custom payment method.
Step 3: record payment for bookings
When a guest has paid through the tour operator, record the payment for the corresponding booking using the payment method you created.
Always record the full amount paid by the guest for the booking, rather than the amount the tour operator eventually pays out to you.
Tour operators may deduct commission from their payouts. By recording the full amount as paid, you prevent incorrect outstanding balances and unnecessary payment reminders being sent to guests.
Step 4: check payments and payouts
You can find the recorded payments in several places:
Transaction overview: view payments recorded through the tour operator.
Administrative bookings: see how the payments have been recorded in the general ledger accounts.
If you use connected accounting software, the payments are recorded in the corresponding general ledger account through the accounting integration.
Once you receive the payout and commission invoice from the tour operator, you can compare them with the recorded payments. This allows you to check whether the amounts match and reconcile the clearing account.
How to calculate a tour operator payout
Tour operators may deduct commission before transferring the payment to you. You can calculate the expected payout as follows:
Amount paid by the guest − tour operator commission = expected payout, for example:
Description | Amount |
Amount paid by the guest | €500.00 |
Tour operator commission | - €75.00 |
Payout from the tour operator | €425.00 |
In this example, you record €500.00 as a received payment in our booking system. The tour operator deducts €75.00 in commission and pays out €425.00. The payout and commission are then recorded in your accounting software and reconciled against the clearing account.
This helps you keep track of outstanding payouts from tour operators and ensures that your financial records remain accurate and up to date.