Features

Billing

Bookitlab helps organizations bill accurately across instrument time, consumables, staff services, and project-based work.

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Project-Related Billing

Assign reservations, lending and usage data directly to projects, grants and cost centers for accurate chargebacks and reporting.

Project Cost Allocation

Assign booking lines and consumables to a project or grant code

Project Discounts Rules

Conditional discounts or waivers auto-triggered by project type or PI role depenging on defined rules

Project Usage Analytics

Live view of spend vs remaining budget, reservations and upcoming chargebacks

Split Budgets

Feature to split a logged session or usage cost across multiple projects or grants

Customizable Project Rates

Apply different pricing rates per project (internal, external, collaborator)

Budgets

Set, monitor, and enforce budgets across projects, labs, departments, or funding periods with configurable controls, approval workflows, and proactive alerts.

Threshold Alerts

Notify users or administrators when spending reaches configurable thresholds, helping teams act before budgets are exceeded.

Budget Approval Workflows

Set approval steps for over-budget bookings or restricted spend scenarios, with traceability for audit and oversight.

Adjustable Budgets

Define budget limits by fiscal period, project, lab, or experiment to match how your organization plans and tracks spend.

Enforce Operational Policies

Apply configurable rules for budget caps, user quotas, training requirements, and time or usage limits directly within the booking workflow. Bookitlab checks policies automatically before a reservation is confirmed and again when a session begins.
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When a booking is blocked, users see the reason immediately, while administrators can review logged exceptions and manage overrides with better visibility and control.

Refunds & Credits

Automatically apply credits for short sessions, eligible cancellations, or equipment-related interruptions, and support manual refunds when exceptions require review. Bookitlab keeps each adjustment tied to the original booking, project, and billing record.
All refund and credit activity is logged for traceability, reflected in project reporting, and included in exported financial journals to support cleaner reconciliation.

Any Billing Rules

Flexible pricing engine: support per-minute, per-hour, per-sample or per-session pricing, plus conditional rules for discounts, surcharges and cross-dependencies.

Tiered Time Rates

Different hourly rates by time of day, weekday/weekend or special holiday schedules

Per-unit Pricing

Charge by sample, consumable quantity, service unit, or other measurable usage input.

Dependency Surcharges

Automatically add costs for required dependencies (e.g., required consumables, specialist support)

Overrun & Overtime Rules

Automatic extra fees for sessions that exceed booked time or run after hours

Discount & Waiver Rules

Conditional waivers (student discounts, collaborator rates, promo codes).

Complex Bundles & Bundled Pricing

Build bundles (instrument + consumables + staff) and price as one SKU.

Tax & Compliance Support

Configure VAT/GST or institutional taxes per account or geography.

Pricing Sandbox

Let users preview estimated charges before confirming a booking.

Subscriptions

Support recurring access, service, and usage-based offerings with configurable plans, controlled billing cycles, and visibility into subscription performance.

Subscription Plan Builder

Define subscription tiers (hours per month, included consumables, support SLA)

Auto-renew & Billing Cycles

Enable advanced recurring billing with pro-rata adjustments for mid-period changes

Subscription Analytics

Monitor churn, recurring revenue, plan utilization, and quota consumption to understand subscription performance and identify operational issues early.

Integrations

Connect BookitLab billing events to QuickBooks, Xero, Netsuite or any ERP via CSV export, SFTP or API/webhooks. Reconcile usage, invoices and payments automatically.

General Ledger Exports

Invoice Sync & Status

Customer & Chart of Accounts Mapping

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