Skip to main content

Fees and utilities

Decide which fees your account charges, what they are called, and how utility costs reach tenants.

Before you start​

  • Where: Settings → Global Settings (https://platform.vivin.app/settings), the last cards on the tab.
  • Plan: every account has these cards.
  • Permissions: Account Settings → Module, plus Account Settings → Fees for the two fee cards and Account Settings → Invoicing & Payments for Utilities, which saves with Preferences or Fees too. Super Admin and Admin have all of them by default.

Each card has a pencil to edit it, then Save or Cancel.

Fee visibility​

"Turn fees off to hide them across properties, bookings, and tenant views."

SwitchWhat it does when offDefault
Admin FeeHides the admin fee everywhere and stops adding it to new bookings.On
Cleaning FeeHides the cleaning fee everywhere and stops adding it to new bookings.On
Exit FeeHides the exit fee everywhere and stops adding it to new bookings.On

When you turn a fee off and save, VIVIN asks Disable fee?. Click Yes, disable to continue. VIVIN then sets that fee to zero on every property; for the admin fee it also clears the fee tiers.

  • Existing bookings keep their fee amounts.
  • Turning the fee back on does not restore the old property amounts. Enter them again on each property.
  • A fee that is off is also left out of the components in Revenue planning.

Custom fee names​

"Rename how fees appear in the app and in the tenant portal."

FieldWhat it doesDefault
Use system default namesUses VIVIN's names. Turn it off to type your own.On
RentYour name for rent, for example "Monthly rent".Empty
Admin FeeYour name for the admin fee, for example "Management fee".Empty
Cleaning FeeYour name for the cleaning fee, for example "Housekeeping".Empty
Exit FeeYour name for the exit fee, for example "Check-out fee".Empty
OthersYour name for other charges.Empty
  • Each name can be up to 60 characters.
  • You can only rename a fee that is switched on. Otherwise the field shows "Enable this fee above to edit its name."
  • The names show in the app and in the tenant portal.
  • Turning Use system default names back on and saving clears your names.

Utilities​

"Configure chargeable utilities and notification preferences". It decides how utility costs above what is included are passed on to tenants. You enter and review bills in Utilities.

FieldWhat it doesDefault
Electricity chargeableMarks electricity as chargeable.On
Gas chargeableMarks gas as chargeable.On
Water chargeableMarks water as chargeable.On
Internet chargeableMarks internet as chargeable.On
Tenant NotificationWhat VIVIN does with the tenant's share of an approved bill.Notify & Charge
Charge TimeWhen tenants are charged.End of Booking
  • The four chargeable switches do not change the calculation today: every utility with a contract ID on Utilities → Connections is split and can be charged.
  • Tenant Notification: None creates no tenant charges. Charge adds the approved amounts to the tenant's payment plan. Notify & Charge also notifies the tenant.
  • Charge Time: Every Month charges each stay month by month. End of Booking charges each stay once, after check-out.

What happens when you save​

  • Fee switches and names apply to the whole account at once. New bookings stop getting a disabled fee; existing bookings keep theirs.
  • Utility rules apply to the next bill split. Charges already added to payment plans stay as they are.

Troubleshooting​

  • A fee name field is greyed out: the fee is switched off under Fee visibility. Turn it on first.
  • Approved bills create no tenant charges: Tenant Notification is set to None.

Tips​

  • Turn a fee off only if you never charge it. Turning it back on means entering the amounts on every property again.