Property Settings

Property settings are the configuration layer that shapes how Veridien calculates charges, formats documents, and presents options throughout the system. These settings are typically configured once during initial setup and then updated only when something changes — a new tax rate takes effect, a service is added, or currency formatting needs adjustment.

Because these settings affect every folio, every invoice, and every report, accuracy here is critical. A misconfigured tax rate means every guest is billed incorrectly. A missing service means front desk agents cannot add legitimate charges. Take the time to get these right during setup, and you will avoid systemic errors that are painful to correct after the fact.

Property profile

The property profile contains the basic identifying information about your hotel. Navigate to Settings (under the Settings section in the sidebar) to configure:

• Property name — The official name used on invoices, reports, and guest-facing documents.
• Address — Your property's physical address, displayed on invoices and registration cards.
• Phone and email — Contact information included in correspondence and printed documents.
• Logo — Upload your property's logo for use on invoices, reports, and the booking engine. Recommended dimensions are provided on the upload screen.
• Time zone — Determines how dates and times are displayed throughout the system and when the night audit business day boundary falls.
• Check-in / check-out times — The default times displayed to guests and used by the system for arrival and departure scheduling. Common defaults are 3:00 PM check-in and 11:00 AM check-out.

Currency configuration

Currency is configured on a separate page. Navigate to Finance > Currencies in the sidebar to set:

• Primary currency — The currency used for all pricing, billing, and reporting (e.g., USD, EUR, GBP, AED). This cannot be changed after transactions have been recorded.
• Currency symbol position — Whether the symbol appears before or after the amount (e.g., $100 vs. 100 EUR).
• Decimal places — Most currencies use 2 decimal places. Some (like the Japanese Yen) use 0. Veridien rounds calculations according to this setting.
• Thousands separator — Choose between comma, period, or space formatting for large numbers.

Taxes and fees

Tax configuration is one of the most important settings to get right, because taxes are automatically applied to every relevant charge throughout the system. Taxes & Fees is a separate page under the Finance group in the sidebar — navigate to Finance > Taxes & Fees.

Room taxes

Room taxes are applied to accommodation charges during the night audit. You can configure multiple tax layers that stack on top of each other. For each tax, set:

• Tax name — A descriptive name (e.g., "City Tourism Tax," "VAT," "State Occupancy Tax").
• Rate — The percentage or fixed amount. Percentage-based taxes are calculated on the room rate. Fixed-amount taxes are a flat fee per room per night (common for city or tourism taxes).
• Calculation method — Percentage (applied as a percentage of the room rate) or Fixed (a flat amount regardless of the room rate).
• Applicability — Whether the tax applies to all room types or only specific ones. Some jurisdictions exempt certain room categories.
• Inclusive or exclusive — Whether the tax is included in the displayed rate or added on top. Inclusive taxes do not change the total the guest pays but are shown as a separate line item on the invoice for tax reporting.

Automatic fees

Automatic fees are non-tax charges applied to stays based on rules you define. Common examples include:

• Resort fee — A fixed daily charge covering amenities like pool access, Wi-Fi, and fitness center. Applied per room per night.
• Service charge — A percentage added to the room rate, common in some regions as a gratuity-equivalent.
• Energy surcharge — A temporary fee applied during specific periods.

For each automatic fee, configure the name, amount (percentage or fixed), frequency (per night, per stay, or per person per night), and the date range during which it applies.

Services and add-ons

Services are optional items that guests can add to their stay, either during booking, at check-in, or during the stay. Services is a separate page under the Property group in the sidebar — navigate to Property > Services to manage them.

For each service, configure:

• Service name — A clear, guest-friendly name (e.g., "Airport Transfer," "Welcome Champagne," "Late Check-Out").
• Category — Group services into categories for easier browsing (Transportation, Amenities, Dining, etc.).
• Price — The charge for the service. This can be a flat fee or a per-night rate.
• Posting behavior — Whether the charge is posted once when added or daily during the night audit.
• Availability — Whether the service is available for all reservations or only specific room types or rate plans.

Services appear as options when creating or modifying reservations and during the check-in process. When a guest adds a service, the charge is posted to their folio according to the posting behavior you configured.

Scenario: setting up a new property with three taxes and two services

The Seaside Retreat is a new 45-room beachfront hotel opening in a coastal city. The property owner, Lena, is configuring Veridien before the first guests arrive.

Property profile: Lena enters the hotel name, address, phone, email, and uploads the logo. She sets the time zone to the local zone, check-in time to 3:00 PM, and check-out time to 11:00 AM.

Currency: The property operates in US Dollars. Lena selects USD as the primary currency, symbol before the amount, 2 decimal places, and comma as the thousands separator.

Tax 1 — State Occupancy Tax: Lena navigates to Finance > Taxes & Fees and clicks Add Tax. She enters "State Occupancy Tax" as the name, sets the rate to 7%, calculation method to Percentage, applicability to all room types, and exclusive (added on top of the room rate). A guest paying $150/night will see $10.50 in state tax.

Tax 2 — City Tourism Tax: She adds a second tax: "City Tourism Tax," $3.50 per room per night as a Fixed amount, applicable to all room types, exclusive. This flat fee applies regardless of the room rate.

Tax 3 — Resort Fee: Although this is technically a fee rather than a tax, the local jurisdiction requires it to be disclosed and taxed. Lena adds it as an automatic fee: "Resort Fee," $25.00 per room per night, applied daily during the night audit. She notes that the resort fee itself is subject to the State Occupancy Tax, so she configures it to be included in the tax calculation base.

A sample night's charges for a $150 room:

• Room rate: $150.00
• Resort fee: $25.00
• State Occupancy Tax (7% on $175.00): $12.25
• City Tourism Tax: $3.50
• Total: $190.75

Lena creates a test reservation and verifies that the night audit posts these exact amounts. The numbers match, and the invoice shows each line item clearly.

Service 1 — Airport Transfer: Lena navigates to Property > Services and clicks Add Service. She enters "Airport Transfer" with a flat fee of $45.00, posted once when added, available for all reservations. When a guest requests an airport pickup during booking, the front desk adds this service, and $45 is posted to the folio.

Service 2 — Early Check-In: She adds "Early Check-In (12:00 PM)" at $50.00, posted once, available for all room types. This gives the front desk a standard price for early arrivals instead of leaving it to ad-hoc negotiation.

With taxes, fees, and services configured, Lena runs through two complete test scenarios — a two-night direct booking and a three-night OTA booking — to verify that all charges post correctly, invoices display properly, and the numbers reconcile in the daily reports. Everything checks out, and the Seaside Retreat is ready to welcome its first guests with accurate billing from day one.