Operational cleaning cost: what it is and how to turn it on

Two different things with the same name

When someone writes just "cleaning", they may mean two things that Rezvia keeps apart:

The cleaning fee charged to the guest. The amount the guest pays on top for cleaning. It is part of the stay price and of the booking total, it shows on the guest portal as a "Cleaning fee" line, and on the owner statement it is withheld from the payout. It is revenue. It lives in Settings, on the property, in the field "Default cleaning fee (charged to the guest)".

The operational cleaning cost. What you pay whoever cleans: a cleaner, a cleaning company or your own team. It is an expense. It lives in Settings, on the property, in the field "Operational cleaning cost (default)".

The two fields are independent. You can charge the guest a 150 cleaning fee and pay an 80 operational cleaning cost to the cleaner; charge the fee without recording a cost; record the cost without charging a fee. Neither touches the other.

What happens when I fill in the operational cleaning cost (default)?

Every booking created from that moment on in that property stores the operational cleaning cost at the instant it is created. When the booking is confirmed (or reaches check-in or check-out), Rezvia automatically creates one payable under Finance, in Transactions:

expense type, category Cleaning;

description "Cleaning - Booking ()";

accrual date and due date on the booking's check-out date — if the check-out is pushed to the next day by a late check-out, the payable follows the new date;

the booking's currency, pending status.

It is one payable per booking. Saving the booking again, changing the guest or changing the total does not create another one. Changing the operational cleaning cost on the booking, or its check-out date, updates the same payable while it is pending. Setting the cost to zero removes the pending payable.

If the property has no operational cleaning cost (default) filled in, nothing happens: no payable is created and everything stays as it was.

Where do I see and pay this payable?

In the booking drawer, in the "Cleaning cost" block: amount, payable status (Pending or Paid), due date, payment date, the "Record payment" button (method and date) and the "Open transaction" link.

Under Finance, in Transactions, marked "Booking cleaning". There you register the payment, link the supplier, change the category and write notes. Amount, date, due date and property are not editable there: they come from the booking and only change on it. It cannot be deleted there either: to remove the payable, set the operational cleaning cost to zero on the booking itself.

On mobile, the Finance screen shows the same payable.

Can I change the cost of a single booking?

Yes. The "Operational cleaning cost" field exists in every form that creates a booking — Bookings, Calendar, mobile and the CRM deal conversion — prefilled with the property default. You can change the value before saving, or later by editing the booking.

Typing 0 means "this booking has no cost": no payable is created, or the pending payable is removed.

Leaving it blank on creation means "use the property default".

The manager's team sees and edits the field. The owner, on the portal and on the statement, does not see the operational cleaning cost — only the cleaning fee charged to the guest, as "Taxa de limpeza retida" (withheld cleaning fee).

I changed the property default. Do old bookings change?

No. The value is snapshotted when each booking is created. Changing the operational cleaning cost (default) only applies to bookings created afterwards; existing bookings and payables keep the value they were born with. And a booking created before you filled in the default gets no automatic payable — not even when it is confirmed later. For it, open the booking and enter the operational cleaning cost in the field, or record the expense manually in Transactions.

The payable is already paid. Why can't I change the cost on the booking?

Because a paid payable is a financial fact, and the booking does not rewrite it. The field is locked, with a link to the transaction. The amount of a paid payable should not be edited — neither on the booking nor in Transactions: the paid amount is what left the cash. If the real cost was higher than the value stored on the booking (the cleaner charged more, for example), record a complementary expense under Finance, in Transactions, in the Cleaning category, for the difference. Cancelling the booking after the cleaning was paid does not delete the payable either.

What happens if the booking is cancelled?

If the cleaning has not started, the pending payable is removed. If the cleaning task was already in progress or completed, the payable stays — the cleaning happened and still has to be paid. If the cancelled booking is reactivated, the payable comes back with the operational cleaning cost the booking stored.

Does this double the cleaning on the income statement?

No, as long as you stop recording the bookings' cleaning manually once you fill in the default — read I turned on the automatic cleaning cost: do I still need to record the expense?. The income statement reads the Cleaning category once per payable: by accrual, on the cleaning date; by cash, on the payment date. The cleaning fee charged to the guest never counts as an expense.

Does a dormitory generate a payable too?

Not automatically. A bed booking in a dormitory sold by the bed does not inherit the operational cleaning cost (default), because the cleaning belongs to the room, not to the bed: the field comes empty and shows a notice. But if you type a value in that booking's field, the payable is created as usual, like on any other booking. The private rooms of the same property inherit the default as always. Read Why didn't the cleaning cost come prefilled on the dormitory booking?.

Why do the income statement and Transactions show the cleaning in two currencies?

Because each payable is born in the currency of the booking that generated it, and the booking's currency is the property's currency on the day the booking was created. A property that changed currency (from reais to euros, for example) ends up having, in the same period, older bookings in the previous currency and newer bookings in the current one — and the cleaning payables follow each of them. The income statement, the Transactions cards and the "Limpezas" tab then show one total per currency, without adding one to the other and without converting anything. It is not an error: the older bookings are still worth what they were worth when they were closed. To see a single currency, use the currency filter where there is one. More on the totals in Cleaning payment statements.