Create a clear payment schedule based on completed assignments

Stop recalculating every assignment from scratch

After a busy month, someone often has to go back and figure out which guides were effective, how many hours each assignment took, and what the corresponding compensation is.

In addition, there may be shipping costs, no-shows, and special arrangements.

Eguide bases its calculations on the assignments that were actually recorded as completed or as no-shows. The appointments listed in the guide's profile are used to calculate the compensation due.

This ensures that the financial overview remains aligned with what actually happened on the operational side.

The data on which the calculation is based is derived from the completion of completed assignments and no-shows.

Record appointments just once

Not every guide works under the same conditions.

One guide receives a fixed fee per tour. Another is paid by the hour. Agreements regarding the first hour, additional hours, minimum or maximum duration, and no-shows may also vary.

You define those terms centrally and link them to the appropriate guide. New assignments will then automatically use the applicable terms.

The guide's administrative and financial information remains part of the central guide profile.

Use different terms for specific offers

Some guided tours or events require a different fee than your standard rates.

For an activity like this, you can set specific rules that override certain standard guidelines. Anything that isn't modified will continue to be governed by the general guidelines in the guide.

That way, you don't have to keep a completely separate calculation alongside Eguide for an exceptional offer.

Be sure to account for costs, no-shows, and transportation correctly

The planned duration of the reservation serves as the basis for the fee.

If the actual appointment differs from this, Dispatch can adjust the duration before the reimbursement is processed further.

No-shows may also be compensated based on individual agreements. For example, a guide who was present at the agreed-upon location is not automatically treated the same as a booking that was canceled in advance.

Also calculate the agreed-upon displacement

When a transportation allowance applies, Eguide may use the route from the guide’s home address to the starting point and from the ending point back home.

The reimbursement is calculated based on the set car or bicycle rate and appears next to the reimbursement for the assignment.

This means that someone doesn't have to keep compiling distances and kilometer figures in a separate file after every tour.

Correct any exceptions before making a payment

An automatic calculation can provide a good starting point, but not every assignment follows the standard pattern exactly.

A tour took longer than expected, the agreed-upon transportation changed, or an exceptional payment was promised.

An authorized employee can therefore adjust the compensation or transportation allowance for a specific assignment.

That way, you don't have to change the general rules in the guide to correctly handle a single exception.

Let guides consult their own overview

Guides can view a summary of their earnings in their personal dashboard.

They select a year and month and view, among other things, completed assignments, no-shows, other recorded services, compensation, and transportation.

The details remain linked to the booking reference, so that an amount does not appear as an unexplained monthly total.

From their personal workstation, guides can also export that overview for their own records.

Prepare the payments without processing them automatically

For a selected month or period, you can generate a payment export file containing the amounts due and the available bank details, such as IBAN and BIC.

That file helps your organization process the payments further within its own banking or administrative system.

Eguide does not process the transfers itself. The organization remains responsible for verifying the transactions and making the final payment.

Help with tax preparation as well

For applicable Belgian guides, Eguide can prepare an XML file for form 281.50 and Belcotax.

Not every guide is automatically included in that export. Profiles to which the form does not apply—such as certain guides who work through their own companies—must be excluded. Foreign guides are handled separately.

Your organization always checks the personal data, amounts, and the XML file before submission.

For more comprehensive exports of bookings, customers, invoices, and other operational data, please refer to the individual export options within Eguide.