The Foundation of Effective Pricing Management
Proper rate management is key to avoiding surprises, selling wisely, and providing peace of mind for both the manager and the guest. In Avantio, creating the base rate and the option to add a surcharge for additional people allow you to adjust prices clearly and precisely, optimizing the profitability of each booking.
Key Definitions
Base Rate: initial price per night for the accommodation.
Surcharge for Additional Person: extra charge applied starting from a specific number of occupants.
Rate Mode: the way rates are entered (by seasons, months, weeks, or days).
Create Your Base Rate
A rate is the price you will charge for the accommodation. In Avantio, you can work with nightly prices and, if needed, add a surcharge for additional people.
When you set your prices correctly, everything flows: you avoid surprises, sell wisely, and manage with greater peace of mind. Below is an explanation of how to create your base rate and how to activate the surcharge per person to adjust revenue according to occupancy.
Step by Step: Create Your Base Rate
Access the Revenue → Rates module and click on "New Rate."
In the "Name" field, assign a name to the rate.
In the "Select Accommodations" dropdown, choose the accommodation(s) to which the rate will apply (you can modify them later).
Click "Next."
In the Enter Seasons section:
Define the start date and the last night of the season.
Indicate the accommodation only price (mandatory).
If applicable, add a surcharge for additional person starting from the 2nd person.
Check the box "I want to apply this rate to certain days of the week" if you wish to limit the rate to specific days (e.g., weekends).
Click "Accept" to save the season.
Check the result in the List of Entered Seasons section.
Surcharge for Additional Person
The system can apply a nightly rate and, additionally, a surcharge per person starting from a specific occupancy.
Steps to Configure It
Enter VRMS → Accommodations → Short-term Rentals → Property List and select the accommodation.
In the accommodation's profile, within "Main Features," define from which person the surcharge will apply.
If you choose the "Monthly" mode, enter the fixed monthly amount. The system will divide it by 30 to calculate the nightly price.
Remember that this option must be previously activated by "Support." If you don't see it available, request it.
In the Revenue module, go to "Rates."
Edit the rule assigned to the accommodation with a surcharge by clicking on the "pencil" icon.
Enter the corresponding amount and click "Save."
Best Practices
Import Periods into Rates: the system allows you to copy periods from other rates, avoiding manual entry for each one. You will only need to adjust the amount, which may vary between accommodations. Click on Edit to change the nightly price.
Example:
Occupancy without surcharge: 2 people.
The surcharge will apply starting from the third person ⇒ in bookings of 3, 4, or 5 people.
Calculation Example:
Surcharge for additional person starting from the 3rd person: €20.
5-day booking.
€20 × 5 days = €100 per additional person.
Assign Rules to Multiple Accommodations: you can use a rate as a model for multiple accommodations, so that modifying a single rule updates all linked rates.
Consider Taxes: depending on your VRMS account configuration, prices will include VAT (European companies) or be without VAT (American companies). In the rates section, on the right, the system will show this configuration.
You now have your base rate configured and the surcharge per person under control. We invite you to activate and standardize your rules for multiple accommodations: this way, a single change will update multiple rates instantly.
To further refine your revenue in high or low season, combine this configuration with additional discounts and surcharges.
Frequently Asked Questions
What happens if I set a monthly price?
What happens if I set a monthly price?
Select the option to View Rates: by month and enter the amount. The system will divide the total by 30 to show the nightly price.
From which person does the surcharge start to apply?
From which person does the surcharge start to apply?
From the one you indicate in the accommodation's profile (Main Features). Example: if the occupancy without surcharge is 3 people, the surcharge will apply starting from the fourth.
How is the total surcharge calculated?
How is the total surcharge calculated?
First, calculate the base total by multiplying the price per night by the number of nights. Then calculate the surcharge for additional people by multiplying the surcharge amount per person by the number of nights and by the number of additional people (those exceeding the occupancy without surcharge). Finally, add the surcharge to the base total.
Example:
Base price per night: €100
Nights: 5
Base total: €100 × 5 = €500
People: 4 guests
Surcharge from the 3rd person ⇒ 2 additional people
Surcharge per person: €20 × 5 nights = €100
Total surcharge: €100 × 2 = €200
Total booking: €500 + €200 = €700
How can I shorten the duration of an already created season?
How can I shorten the duration of an already created season?
If you want to shorten the last season, delete it and create a new one with the correct dates. If you need to extend it, edit it and expand the date range.