How to set up and use Additional Guest Price Distribution (Billable Items)

When you add a price for an additional guest, the default behaviour is to apply the event's package transaction-category split to that price.

However, by using Billable Items, you can define the breakdown of that additional guest price yourself, rather than relying on the package split. This article shows you how to set up that breakdown and apply it to your events.

You can define this per guest type and save it as a reusable default that pulls through automatically, or apply and override it manually on individual events.

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Where to find Billable Item

Billable Items is a new section for managing your guest-type charges and their category breakdown.

1. From the main side menu, select Company.
2. Select Billable Items.

Billable items are currently based on guest type, with further options planned for the future.

Creating a default billable item

1. In Billable Items, select Actions and choose to create a new billable item.
2. Choose the package and guest type this charge applies to — for example, Silver Package Adult. Name it so it's easy to identify later, such as "Main guest adult".
3. Repeat this for each guest type you need to cover, such as child, teenager or supplier.
4. Choose which venue the billable item is available in.
5. Optionally restrict it to specific event types — for example, you might want a different breakdown for a wedding guest than for a corporate guest. You can limit a billable item to weddings only, if that's all it should apply to.
6. Decide whether it should be a default, so it's pulled through automatically wherever it applies, or something you choose manually each time.
7. Enter the price — for example, £100.
8. Break the price down by transaction category, as a percentage of the total. For example, on a £100 guest price you might set:

The percentages must add up to 100%.

• Food: 60%
• Alcohol: 30%
• Soft drinks: 10%

9. Select Save.

Once saved, the billable item appears with a submenu on the left, including its Details and Prices, where you can come back and amend the breakdown at any time.
With the example above, every time this guest type is added to an event and charged £100, £60 will be recorded as food, £30 as alcohol and £10 as soft drinks — with tax rates applied accordingly, so your revenue reports break down correctly.

Applying the breakdown to an event

This is set at the same stage you're already familiar with — the price breakdown you see when going through pre-confirmation on an enquiry.

1. Add your guests as usual, for example 80 adults, and set the price per guest (e.g. £100).
2. Select the eye icon next to the guest price to define the category breakdown for that event specifically, or
3. Select the icon to load the default billable item you created, which pulls its breakdown straight in.

If you haven't created a billable item for that guest type first, the breakdown will show as zero across all categories, and you'll need to enter it manually.
You can also override a default on a per-event basis. For example, you could change the price to £125 for a particular event and adjust the breakdown to increase soft drinks and decrease alcohol, if that better reflects what's actually being provided.
Work through your other guest categories, and your evening guests, in the same way, then continue to break down the rest of your package price as usual.

Updating distribution on existing events

You can also apply this to events already in the system, for any charges that haven't happened yet.

1. Go to your event list and open the event.
2. Go to the package section.
3. Use the same icons as above to view or apply the distribution:
4. • If it shows as zero across all categories, the event is still using the old package distribution.
   • Select the icon to add a split and tell the system how future guest charges for that event should be broken down — for example, splitting £110 across food, alcohol and soft drinks.
4. Select Save.

This will apply to any future charges on that event going forward.

Important notes

• Past charges can't be changed. Charges that have already been billed and invoiced keep whatever transaction-category distribution was in place at the time — this is done and dusted once an invoice has been raised.
• Only future charges are affected. Updating the distribution on an existing event only changes how upcoming guest charges on that event will be broken down.
• Billable items are optional. If you don't set one up, you can still enter the breakdown manually on each event — you'll just need to do it every time rather than pulling in a default.
• If you're not sure which transaction categories to use for a particular guest type, it's worth checking with your finance team before setting the default, since this feeds directly into your revenue reporting.

Updated on: 30/09/2026