# Prices, extras and payment plans

> Set the price of each room or package, offer extras, and choose a deposit, the balance date, instalments and automatic payments.

Source: https://docs.bifrostorbit.com/travel/everyone/prices-extras-and-payment-plans/

Each trip has its prices under **Prices & extras**, and how travellers pay under **Payment plan & terms**. Editors and Admins can change both. A change applies to new bookings: bookings already made keep the price and plan they were made with.

## Rooms and packages

Every trip needs at least one room or package before it can be published. A new trip starts with one called **Per person**. Select **Add a room or package** for each way to travel, such as **Shared twin cabin** and **Own room**, up to 20. Each has a **Name** and a **Description**, and:

- **Price per traveller:** in each of the trip's currencies.
- **Booked by:** for a room that must be booked full, such as **Two, a twin or double**. Travellers then choose it in twos, and a booking pays the price for both.
- **Available per departure:** how many of this package can be sold on each departure, such as four own rooms. Leave it empty for no limit.

Drag rooms and packages to change the order travellers see them in.

A departure can have its own price for each package. See [Departures and places](https://docs.bifrostorbit.com/travel/everyone/departures-and-places/).

Under **Booking form**, also set the fewest and most travellers one booking can have, from 1 to 24. See [The booking form](https://docs.bifrostorbit.com/travel/everyone/booking-form/).

## Selling in more than one currency

A trip has one main currency, and can be sold in others too, such as EUR for most travellers and NOK for travellers in Norway. Each currency has its own prices, set by you. Nothing is converted at the exchange rate of the day: a traveller who picks NOK pays exactly the NOK price, through your own Stripe account.

1. Under **Currencies**, choose the **Main currency**. Prices show in it unless the traveller picks another one.
2. Under **Also sell in**, choose **Add a currency**, such as NOK.
3. Select **Fill from exchange rate**, type today's rate, such as 11.5 for 1 EUR = 11.5 NOK, check the list of new prices and select **Fill NOK prices**. Travel Orbit fills in every room or package, extra and fixed deposit, rounded to whole units. Kroner, yen, koruna and krónur above 1,000 are rounded to the nearest 10. The Lofoten ridge walk at €1,240 becomes NOK 14,260.
4. Change any price you like, such as NOK 14,500, and save.

Every room or package and every extra needs a price in each currency before you can save; **Some prices are still empty** shows when one is missing. With a fixed deposit, the deposit needs an amount in each currency too, under **Payment plan & terms**.

To make another currency the main one, choose it as the **Main currency**. Its prices swap places with the old main currency's, so nothing is lost. A currency with bookings in it can't be removed, so those bookings keep their prices.

On the booking pages, travellers switch between the currencies on the trip page and at checkout, and the choice stays with them as they move between trips. Websites that use the [booking API](https://docs.bifrostorbit.com/travel/developers/booking-api/) can pass the currency of the language they show, so the Norwegian Northwilds site books in NOK. Discount codes for a percentage work in every currency; a code for a fixed amount only works in its own currency.

## Extras

Extras are optional things travellers can add, such as **Sea kayak afternoon** or **Walking pole hire**. Select **Add an extra**, up to 40 per trip. Each has a **Name**, a **Description**, a **Price**, and:

- **Icon:** shown next to the extra. Select the icon button to choose one. Admins decide which icons are on offer in [Booking settings](https://docs.bifrostorbit.com/travel/everyone/booking-settings/).
- **Charged:** **Per traveller** or **Per booking**. A kayak afternoon is per traveller; a transfer from Bodø airport may be per booking.
- **Available per departure:** how many can be sold on each departure, for an extra with limited places. Leave it empty for no limit.
- **Bookable until:** how many days before departure the extra can still be added. Leave it empty to allow it any time.

## The payment plan

| Setting | What it does |
| --- | --- |
| **Deposit** | **A share** of the total, such as 20%, **A fixed amount**, such as €250, or **No deposit**. It is paid when booking. A fixed amount has an amount in each of the trip's currencies, such as €250 and NOK 2,900. |
| **Balance due** | How many days before departure everything must be paid, such as 60, up to 730. |
| **Instalments** | How many payments the balance is split into, from **One payment** to 24. With one, the balance is one payment on the balance date. |
| **Automatic payments** | Takes each payment from the card or account the traveller saved at checkout, on its due date, with a reminder a few days before. Without it, travellers get a reminder and pay each one themselves from the [traveller portal](https://docs.bifrostorbit.com/travel/everyone/traveller-portal/). |

Below the plan, a preview shows the schedule for an example booking. Move the **Days until departure** slider to see how it changes.

The instalments are spread evenly between the booking date and the balance date, and the last one is always on the balance date. A booking made close to the balance date gets fewer instalments, at most one a day.

### An example

The Lofoten ridge walk costs €1,240, departs on 14 June 2027, and has a 20% deposit, the balance due 60 days before and 3 instalments. Someone booking on 15 January 2027 pays:

| Payment | Due | Amount |
| --- | --- | --- |
| Deposit | 15 January 2027, when booking | €248 |
| Instalment 1 of 3 | 14 February | €330.66 |
| Instalment 2 of 3 | 16 March | €330.66 |
| Instalment 3 of 3 | 15 April, the balance date | €330.68 |

Any cent left over from rounding goes on the last instalment. Travellers see their own schedule before they pay.

### Late bookings

When someone books on or after the balance date, there is nothing to spread: they pay the whole amount at once, when booking. The same goes for departures with dates to be decided.

## Cancellation terms

Under **Cancellation** on **Payment plan & terms**, add the refund travellers get when they cancel, by how long before departure. Select **Add a step** for each rule, up to 10, or **Start from a common policy** to begin with 100% from 90 days, 50% from 60 days and nothing from 30 days. For example:

| Cancelled | Refund |
| --- | --- |
| 60 days or more before | 80% of what was paid |
| 30 to 59 days before | 50% |
| Less than 30 days before | Nothing |

The **Days before departure** slider shows what a cancellation on a given day gives back. Without any steps, cancellations get no automatic refund and you decide each one. When you cancel a booking, Travel Orbit works out the refund from these terms. See [Bookings](https://docs.bifrostorbit.com/travel/everyone/bookings/). Add anything else travellers should know under **Notes for travellers**, such as "Changing to another date is free up to 60 days before departure."

## Booking terms

**Booking terms** holds the trip's own terms. Travellers accept them when they book this trip.