Managing extra charges for things like meals, activities, or laundry shouldn't be a headache, especially when dealing with travel agents. If you are wondering how extras get settled when an agent books a stay, it all depends on how they process their payments. Whether the money comes through CAPS (Channel Automated Payment System) or another method, this guide will explain exactly how to handle these additional costs and keep your invoices neat and tidy. Let's make sure you get paid for every part of your guest's stay so you can balance your books.
If the agent pays through CAPS
Most of the time, if the travel agency is using CAPS, they will simply add the cost of any extras straight onto their main CAPS payment. It is all handled together in one neat transaction!
What if the extras aren't included in the CAPS payment?
Sometimes, an agent might process their CAPS payment but not include the extras. If this happens, don't worry - you won't lose out. You will just need to create a separate invoice for those specific extras and send it directly to the agency so they can settle the outstanding amount with you.
If the agent uses other payment methods
If the travel agency is not using CAPS and prefers to pay using a different method, they will settle the cost of the extras with you directly.