The Extra Person Charge That Never Made It to the Invoice
A booking comes in through one of the OTA channels — two guests, standard room rate, three nights. The check-in staff records the room number, the primary guest name, and the check-in date. At checkout three days later, the total price is calculated from the room charge alone. The second guest's extra person supplement — whatever the property charges for additional occupancy — wasn't entered at intake. It doesn't appear in the final bill. The property eats the difference.
This is the kind of revenue leakage that accumulates invisibly across a season. No single incident triggers an alert. The pattern only shows up in quarterly reconciliation when someone notices that actual revenue per occupied room is running below rate — and even then, the cause is buried in individual booking records, most of which weren't fully completed at intake.
The Room Booking template structures intake so every billable element is a discrete field that participates in the calculated total. A missing extra person charge is not an omission you can miss — the field is right there at intake, and the Total Price formula includes it.
The Billing Formula That Does the Work
The NUMBER OF DAYS field calculates automatically: datediff(check out date, check in date). The VAT field calculates from the integer percentage you enter: ((room charges + extra person) × VAT%) / 100. The TOTAL PRICE calculates the full stay cost: (room charges + extra person + VAT) × number of days.
What this means in practice: a room with a nightly rate of ₹2,500, an extra person supplement of ₹500, 18% VAT, and a three-night stay produces a Total Price of ₹10,620 without anyone doing arithmetic. Every component is visible in the record, the math is auditable, and the OTR number links back to the channel booking reference for reconciliation.
The booking manager choice fields — Name Of Booking SM and Name of SMO — attribute each booking to the specific staff member who handled it. Three names in each list covers a small property's front desk team. That attribution layer matters for commission tracking, accountability for missing fields, and understanding booking patterns by staff member.
Guest Registry as a Compliance Document
The dual guest name and ID number fields — GUEST NAME / GUEST NAME 2 and ID NUMBER / ID NUMBER 2 — cover the legal requirement in many jurisdictions to register all adult guests with government-issued identification, not just the primary booking name. A record that only captures the person who made the reservation fails the register if the co-occupant's details were never entered.
The check-in and check-out fields are split into separate date and time fields rather than combined datetime entries. The time fields serve the early check-in and late check-out billing scenarios: a guest arriving at 7 AM when the standard check-in is 2 PM, or requesting a 4 PM checkout, triggers a supplementary charge that the Special requests field captures in plain text alongside whatever operational note the front desk needs to communicate to housekeeping.
The PHONE NUMBER field is a contact type — it links directly to the device's contacts functionality for a one-tap call to the guest. Combined with the ADDRESS field, the record is a complete registration document that satisfies the guest register requirements without transferring data to a separate system.