When you book travel for a group event, you can bill the whole booking as one lump amount or split the cost so that each participant’s share is tracked separately. This article explains how cost allocation works for group bookings and walks you through setting it up in the checkout quote screen. Use it to set up cost allocation so your budget tracking, reporting, and invoicing match how your organization tracks spend.
One amount vs split per participant
Cost allocation is the setting that determines how a group booking’s cost is billed and reported. At checkout, you choose between two options: One amount or Split per participant.
With One amount, Perk Events bills the entire booking as a single line, all charged to one cost center. This is the default option and works well when you don’t need to track spend by individual participant.
With Split per participant, Perk Events allocates the booking’s cost to each participant individually. This gives you a per-person breakdown for reporting and invoicing, so you can see exactly what each attendee’s stay cost rather than one combined total.
Splitting per participant depends on your rooming list — the confirmed assignment of participants to rooms. Perk Events needs to know who’s staying where before it can assign a share of the cost to each participant, so Split per participant only produces a per-person breakdown once the rooming list for the booking is finalized.
The option you choose does more than change how the total looks on an invoice: it also affects the payment methods available for the booking, the currency used, and how the booking is reflected in your reports. Choose the option that matches how your organization needs to track and reconcile this event’s spend before you move on to payment details.
Eligibility for splitting costs
Splitting the cost per participant is only available for group bookings that meet certain conditions, based on the booking’s total price and how soon it starts.
Note: You can only choose Split per participant for a booking priced at €25,000 or less that starts within 15 days. If a booking doesn’t meet both conditions, Perk Events automatically uses One amount instead, and the Split per participant option isn’t offered.
These limits may be modified for specific accounts and are subject to change. If you expect a different limit to apply to your account, check with your Perk contact to confirm what’s available to you.
Cost splitting is also only available for group bookings. If you’re booking travel for a smaller trip with multiple travelers that isn’t a group event, Split per participant isn’t offered, and the booking is billed as one amount.
Setting up cost allocation and payment details
Set your cost allocation option and payment details from the checkout Quote screen for your group booking.
- Go to your group booking’s checkout quote screen.
- Select Choose how to allocate the cost for budget tracking in the Cost allocation card.
- Select One amount to bill the booking as a single line, or Split per participant to track each participant’s share individually. If the booking doesn’t meet the eligibility conditions, only One amount is available.
- Enter the invoice address for the booking in the Payment and reporting card.
- Select the payment profile to use for this booking.
- Enter the cost center that the booking should be billed to — for example, "Sales."
- Enter the reason for travel, then select Save payment details.
When splitting isn’t available
The price breakdown panel on the checkout Quote screen itemizes each service in the booking — for example, the meeting room, stay, booking fee, and city tax — along with the total and a split between Pay now and Pay later.
If you’ve chosen Split per participant, the per-participant breakdown isn’t shown right away. It becomes visible closer to the booking’s start date, once your rooming list — who’s staying in which room — is confirmed and communicated to the stay. Until then, the price breakdown shows the booking’s totals rather than each participant’s individual share.