Hotel Rate Matrix & Season Rates
How to enter supplier net rates, configure occupancy columns, use the live pricing preview, and copy rates across seasons.
What is this?
Before You Start
Prerequisites to configure first:
- Ensure the Hotel record has at least one active Contract.
- Ensure at least one Season (e.g. High Season) is created under that Contract.
- Verify that Room Types and Meal Plans have been configured.
Step-by-Step Guide
Open the Rate Matrix Tab
Go to Operations → Hotels [BETA], select your hotel, and click the 'Rate Matrix' tab.
Select Contract and Season
Use the top toolbar to choose the target contract and season you want to edit.
Enter Net Costs in the Grid
Click into any cell (e.g. Deluxe Room → BB → Double). Type the supplier net cost (e.g. 150). TourVilo automatically persists the rate.
Toggle Live Pricing Preview
Switch on 'Preview Selling Prices' in the toolbar to see the retail price and profit margin TourVilo will quote to clients.
Copy Rates Across Seasons
If Low Season has identical rates or a simple percentage difference, use 'Copy Rates' to clone the numbers across seasons in seconds.
Field-by-Field Breakdown
Detailed definitions for every form input, why it is needed, and realistic travel agency examples.
| Field Name | What it Means & Why Needed | Example Value | Required? |
|---|---|---|---|
| Contract & Season Selector | Dropdown controls in the toolbar to pick which agreement and date band you are pricing. Why: Ensures rates are strictly isolated to the correct commercial period. | 2026 FIT Contract → High Season (01 Nov - 15 Dec) | Yes |
| Occupancy Columns | Per-room, per-night net rate based on guest headcount. Why: Hotels charge different amounts for solo travelers, couples, or groups sharing a room. | Single ($120), Double ($150), Triple ($190), Quad ($230), Child ($45), Extra Bed ($35) | Yes |
| Supplier Net Cost (Cell Value) | The exact amount billed by the hotel to your agency. Why: Forms the baseline financial cost used by TourVilo's pricing engine. | $150.00 USD per night (Double Room, BB) | Yes |
| Live Selling Price Preview | Interactive toggle in the matrix toolbar that displays calculated selling prices and profit margins in real time. Why: Enables agency managers to verify that retail selling prices remain competitive while entering costs. | Net: $150.00 → Markup 20% → Sell: $180.00 (Profit: +$30.00, Margin: 16.67%) | Optional |
Real-World Travel Agency Example
Hilton Colombo High Season Deluxe Room Rate Entry
Best Practices & Pro Tips
- Use the 'Room Type' and 'Meal Plan' filter pills in the toolbar if you are working on a large resort with 15+ room categories — this keeps the table compact and fast to navigate.
- The currency displayed in the matrix header reflects the contract currency. If you need to enter rates in LKR instead of USD, simply create a contract in LKR.
Common Mistakes to Avoid
- Entering client selling prices into the Rate Matrix instead of Supplier Net Costs — always enter the hotel's net invoice cost. TourVilo automatically adds your profit through pricing rules.
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