Build your extras catalogue

Anything you sell beyond the room itself — breakfast, late checkout, firewood, kayak hire — lives in your extras catalogue at Accounting → Extras. Set each one up once and every part of Accommador that sells or charges extras draws from the same list: your front desk, online check-in, the AI guest assistant and your Xero invoices.

Setting up an extra

Each extra carries a name, the price the guest pays, and how that price is charged — once per booking, per night, per guest or per hour. You can also record a cost price: what the item costs you, as opposed to what you sell it for, so your reporting can show what you actually made on it rather than just what you billed.

The catalogue is also where an extra picks up its accounting: each one can carry its own Xero account and GST rate, so it lands on the invoice already coded. See how extras are coded in Xero.

What guests can order themselves

Every extra has a guest-facing switch. A newly created extra starts staff-only — it can be added to bookings by your team, but guests never see it. Switch it on and guests can order it themselves during online check-in or through the AI guest assistant. That split is deliberate: a champagne-on-arrival package belongs in front of guests; an internal charge item doesn't. See extras guests order themselves.

Limiting an extra to certain rooms

By default an extra applies everywhere. If it only makes sense in some places, limit it to every room of one room type, or to a single room. A limited extra can only be added to a booking staying in a matching room — nobody accidentally sells the spa package on a room without a spa.

One extra, priced per room

Sometimes the same thing costs a different amount depending on the room — hire that's priced per boat, for instance. Create one entry per room and give them all the same shared name: Accommador treats them as one extra, priced per room. Whoever adds it to a booking just picks the extra; the right price follows from the room.

The catalogue shows you at a glance when some rooms don't have a price yet. A room without one simply doesn't offer the extra — it never borrows another room's price. Settings like the Xero account apply across the whole group in one save, because it's one extra as far as your books are concerned.

More than a price list

• Discounts — an extra can be marked as a discount, so money off is recorded as its own honest line. See discounts on extras and bookings.
• Extras that are work — link an extra to a task template and ordering it puts a job on the schedule automatically. See extras that create staff jobs.
• Staff-counted quantities — mark an item as counted by whoever does the job, for consumables nobody can size in advance (the gas bottles replaced on a turnaround). Staff enter how many they used from their own portal; fixed-price items can never be changed by staff. See billing task work.

Troubleshooting

Can I delete an extra?

Archive it instead. An archived extra disappears from the pickers, but every booking that already carries it keeps its line and its history. If it was part of a per-room group, archiving also frees that room's slot for a replacement entry.

Why can't guests see an extra?

Its guest-facing switch is off — that's the starting position for anything newly created. Open the extra and switch it on to publish it.