Incidentals are additional charges billed to a guest outside of the base rental price. Common examples include toll charges, gas refuel fees, overage miles, smoking or cleaning fees, EV charging costs, and late returns — but an incidental can be applied for any qualifying charge that occurs during or after a trip.
How to Add an Incidental
Step 1 — Open the Reservation
Navigate to your Reservations tab and click on the Reservation ID for the relevant trip.
Step 2 — Enter Edit Mode
Click Edit in the top right corner of the reservation page
.
Step 3 — Add the Fee
Scroll down to the Add Ons and Fees section and click Add a New Item.
Then scroll down to Add Ons and Fees
Step 4 — Fill Out the Incidental Details
Complete the following fields:
- Name — Give the fee a clear, descriptive name (e.g. "Late Return Fee" or "Toll Reimbursement").
- Description — Provide additional context for the charge. This is visible to the guest.
- Quantity — In most cases, incidentals will be a quantity of one. Quantity is most applicable when charging per item, which is more common for pre-trip add-ons.
- Charge Type — Select how the fee will be calculated:
- Percentage (%) — Charged as a percentage of the total rental price. For example, a 10% late fee on a $200 reservation would bill the guest $20.
- Set Amount — A flat fee unrelated to the reservation total. Use this for fixed charges like a specific toll amount or cleaning cost.
Step 5 — Save
Click Save at the bottom of the screen. You will be returned to the reservation page, where a Balance Due will now be displayed reflecting the new charge.
Collecting Payment
Once the incidental has been added, you have two options to collect:
Make Payment
Click Make Payment to collect directly from the guest. This can be done during or after the reservation and supports multiple payment methods including cash and credit card.
Manage Security Deposit
If the reservation has ended, click Manage Security Deposit to apply part or all of the security deposit toward the outstanding balance.
Important: You have a limited window after the reservation ends to collect against the security deposit. Do not wait — submit and collect promptly to ensure you do not lose the ability to recover the funds.
Adding Incidentals Mid-Reservation
Incidentals can be added while a trip is still active. A common best practice is to collect toll charges periodically during long-term rentals rather than waiting until the end of the trip. This keeps balances manageable and reduces the likelihood of disputes at checkout.