Trip charges

Every guest transfer and shore delivery earns money: a base transfer fee, waiting time at the airport, an extra stop at the provisioning store. Each of these is a charge against the trip, with a charge type and an amount. Charges start as Draft while the trip is planned and running.

Approval follows delivery. When the Delivery and Billing Reviewer confirms the delivery evidence, the trip’s draft charges are approved. The reviewer then raises the invoice in your accounting system and marks each charge Invoiced. A trip with disputed evidence keeps its charges in draft, so nothing is billed for a delivery the customer has not accepted.

• Draft while the trip runs. Charges are recorded against the trip as Draft, with a charge type and amount, and can be corrected freely at this stage.
• Approved on confirmed delivery. Confirming the delivery evidence approves the trip’s draft charges. The reviewer checks the charge types and amounts at the same time.
• Invoiced once billed. After the invoice is issued in the accounting system, the reviewer marks the charges Invoiced so they are not billed twice.

Agree a short list of charge types, such as Transfer, Waiting time, Extra stop and Provisioning delivery. Agree whether amounts are entered before or after tax, and keep that rule for every charge. Decide who raises draft charges and who reviews them; the Delivery and Billing Reviewer owns both in the standard setup. Agree how the invoice number is kept in your accounting system so a charge marked Invoiced can be traced. The app also holds read-only exchange rates with their effective dates for reference; agree which currency charges are entered in.

The family’s airport transfer on August 8 carries two draft charges: a transfer fee and an extra-stop fee for the provisioning store. The driver delivers the family to the berth and submits evidence. The Delivery and Billing Reviewer confirms it, and both charges move to Approved.

That evening the reviewer issues one invoice to the family in the accounting system and marks both charges Invoiced. The Charge Register now shows the trip fully billed. If the family had disputed the extra stop, the reviewer would have marked the evidence Disputed, corrected the extra-stop amount while it was still in draft, and confirmed the delivery once the family agreed.

Rehearse this during setup. Confirm one delivery and check that only that trip’s draft charges are approved. Then dispute another and check its charges stay in draft.

• Charges Awaiting Approval — Draft charges by trip with type and amount, checked before delivery is confirmed.
• Charge Register — All charges by state, used to find approved charges not yet invoiced.

• Trip charges to invoice: Approve charges on confirmed delivery and mark them invoiced.
• Delivery evidence to completed trip: The review that releases the charges.

Connect your accounting system before the first invoice run.