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Billing Management

At Travelgate, we provide easy-to-use tools for managing your agreements, tracking usage, and checking your invoices. Here's a step-by-step guide to help you navigate these features effectively.

Billing Key Definitions​

  • GMV (Gross Merchandise Value): total value of all reservations made through the platform, based on check-ins. Canceled reservations are excluded (except non-refundable rates).
  • STD (Standard Booking Fee): rate applied to the GMV, monthly by check-in. It represents the shared cost between the parties involved in the connection.
  • SUP (Supplement fee): additional charge to the standard booking fee (STD) if either the Buyer or Seller decides to cover the cost for the other party (SUP), or if the supplier is a direct product such as Channel Manager, Switch or Hotel (SUP_DP).
  • FREE: The connection has no cost for you. The counterpart fully covers the cost of the connection.
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To ensure seamless billing, it's important that you handle all cancellations via our API.
Should you face any issues, please don't hesitate to get in touch with our Customer Support team for assistance. Additionally, please make sure to cancel any test bookings with Sellers and to check that such bookings are refundable.

How to Access the Billing Section​

  1. Log into the Travelgate Platform.

  2. Click on your profile initials in the top right corner and select Billing.

  3. Once in the Billing section, you can explore the following tabs:

    • Agreements
    • Usage
    • Invoices

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How to Manage Your Agreements​

  1. Click on the Agreements tab.

  2. Here, you will be able to filter your agreements by:

    • Active
    • Expired
    • All

  3. Click on "Options" (three dots) of a specific agreement and you will be able to visualize the following actions:

    • View your fiscal data
    • View your fees
    • Pdf: Download the signed agreement in Pdf format
    • Change history: View the history of payment type changes

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  4. Click in the arrow beside the Agreement to review your connections and understand the payment types in more detail:

    • You can download a list of your connections and detailed descriptions for each payment type.
    • You can request a change of payment type to the other Partner

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Remember that if both you and your Partner are under the Commercial Agreement 2023 (CM 23), the Auto-Activations form to request a new connection on our Platform will display these available payment types:

  • STD: Rate applied to the GMV monthly by check in. You and your Partner share costs.
  • SUP: Both standard booking fees and supplement apply to this connection for you. For your Partner, it will be free.
  • SUP_DP (Supplement direct product): additional fee to the STD if the supplier is a direct product such as a Channel Manager, Switch or Hotel.
  • FREE: This connection has no cost for you.The counterpart fully covers the cost of the connection.
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Only owner and admin users have access to the complete menu.

How to Request a Payment Type Change for a Partner​

It's possible that you and your Partner are currently splitting the cost of the connection under a Standard Payment Agreement (STD). If you're interested in switching to a free arrangement where your Partner takes on the payment responsibility, you'll need to wait for their acceptance before proceeding with the change. If needed, you can also cancel the request.

Changes between Free to Standard or Standard to Supplement payment types do not require Partner confirmation, as the cost is assumed by the parties involved. These changes are processed automatically.

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Additionally, you can access a historical record of changes made in each agreement.

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1.Received: requests of changes received from other Partners​

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2.Sent: requests of changes sent to other Partners​

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  • Remember, your Partner must log in to their Profile to accept the payment change request. They will receive a notification in the bell icon located on the right side of the settings menu.
  • Any changes to the payment type will apply to all reservations with an entry date starting from the first day of the following calendar month after the notification.
  • For Commercial Agreement 2023, you can select the payment type during the auto-activation process.
  • Payment type changes are only available under the Commercial Agreement 2023.

How to Control Your Usage​

At Travelgate, you can easily track your usage and evaluate costs for each connection. To do this:

  1. Navigate to the Usage tab.
  2. Filter by:
    • Agreement: Select the relevant agreement from the drop-down menu.
    • Time range: Usage is calculated monthly, based on the calendar month.

You can also download the usage data for further analysis.

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How to Check Your Invoices​

Each monthly invoice provides comprehensive and relevant data specific to your contract type, enabling you to gain a more detailed understanding of your billing information.

To view your monthly invoices:

  1. Go to the Invoices tab.
  2. There, you will be able to visualize your monthly invoices, your current outstanding balance, and your upcoming overdue invoices: billing_03_8

Additionally, you can use various filters to search for specific information such as reference number, invoice date, agreement, and expired date.

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You can click on "Actions" (drop-down menu) in order to access the following information from a specific invoice:

  1. View Details
  2. Download PDF
  3. CSV bookings locator
  4. Pay invoice

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1. View details​

Review the full details of your invoice—including total GMV, booking fee (STD), and supplement fee (SUP)—with breakdowns provided for each connection.

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2. Download PDF invoice documents​

You can download the PDFs of your invoices or credit note.

3. Access CSV bookings locator​

Download the booking list with their corresponding locator in CSV format.

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The CSV Bookings locator contains all transactions processed through our platform for the selected month. However, the booking fee is only applied as follows:

  • Booking Fee Applied:
    • Bookings with "OK" status.
    • "CANCELLED" bookings with cancellation costs.
  • Booking Fee NOT Applied:
    • "UNKNOWN" bookings.
    • "ON_REQUEST" bookings.
    • "CANCELLED" bookings without cancellation costs.

4. Pay Invoice​

Find our bank information and pay your invoices by wire transfer.
For credit card payments (only available for amounts under 1,000 EUR), select the invoice you wish to pay and click Pay now > Pay by credit card.

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Frequently Asked Questions​

Does your system send payment reminders?​

Our system doesn't send reminders, but it does automatically email invoices to you. To make sure you receive them, please keep your billing contact information up to date. You can easily update this information and add any additional contacts through the 'Users & Contact Management' section.

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Can I pay Travelgate invoices by credit card?​

Credit card payments are only available for amounts under 1,000 EUR.

Can I change the billing currency?​

No, Travelgate processes all invoices in EUR, and we are unable to accommodate changes to the billing currency.

What exchange rate is applied to bookings made in a currency other than EUR?​

In the event that the booking has been made in another currency, the conversion of the amount into EUR will be made by calculating the official exchange rate of the European Central Bank applicable on the day the invoice is issued.

Are test bookings invoiced?​

Any bookings made using a test access must be refundable and be cancelled through the Travelgate API to avoid charges in your invoices.

Important

Travelgate does not perform manual reconciliation for booking status. If you cancel bookings (including test bookings) outside the Travelgate Platform, the full Booking Fee will still be applied and invoiced.