Workflow: How to Track Add-On Costs Using Assets (Merch & Private Water Workaround) – GoGuide Help Desk

While GoGuide’s asset system doesn’t currently support automatic price adjustments, you can still use it to track and charge for add-ons like private water access, merchandise, or rentals with a simple manual process.

Here’s how to do it:

✅ Step 1: Name Your Add-On Assets with the Cost Included

When creating assets, include the cost in the asset name to make internal tracking easier.

Examples:

Private Water: Mill Creek (+$100 per rod)
GoGuide Hat (+$20)
Cooler Rental (+$15)

💡 This helps your team quickly identify what should be charged when the asset is used.

🎣 Step 2: Assign the Asset to a Booking

Once the booking is confirmed:

Go to the booking via the Bookings or Schedule tab
Use Fix/Dismiss, scroll to Team Members, or click Reschedule → Resources
Under Resources, assign the asset (e.g. “Hat (+$20)” or “Private Water (+$200)”)

📌 Note: Adding an asset this way will not change the total cost of the booking—it’s for tracking purposes only.

🧾 Step 3: Manually Charge for the Add-On

After the asset is assigned, you have two ways to reflect the added cost in your payment process:

Option 1: Create a Custom Charge

On the booking, click Create Custom Charge
Add the specific amount (e.g. $20 for a hat)
Send it as an invoice or charge the customer’s card on file

Option 2: Add the Add-On to the Next Scheduled Charge

Go to the Collect Payment screen
If the trip is $600 and a $20 hat was added, update the charge to $620
Send the updated invoice or charge the customer’s card on file

💡 This lets you roll the extra cost into your existing payment flow without modifying the base trip details.

📝 Step 4: Confirm Payment + (Optional) Add a Note

Once the payment is complete, it will be reflected in the payment table
Optionally, add a note in the Company Notes in the booking to reference what the added cost was for (e.g. “Hat added to payment”)

🔑 Why This Matters

✔ Helps you track and charge for value-added offerings like private water or merch
✔ Keeps your internal asset system organized
✔ Allows for accurate invoicing—even with manual adjustments