Overview
This article explains how to configure and manage accommodation tax when it is charged separately (exclusive tax) to guests.
If your property is located in a region where AirHost supports automatic accommodation tax calculation, AirHost can calculate the accommodation tax automatically.
In addition, by using the "Automatically Add Exclusive Accommodation Tax" feature, the accommodation tax can be automatically added to reservations.
Note: Accommodation tax is applicable only to properties located in Japan
What You'll Learn in This Article
How to configure Accommodation Tax (Exclusive Tax)
The differences in setup based on supported regions and subscription plans
How to add accommodation tax to reservations (manually or automatically)
How to collect accommodation tax from guests
Frequently Asked Questions (FAQ)
For information on how the accommodation tax is implemented and the areas where it applies, please first refer to the [Tax Settings] Accommodation Tax Management User Guide .
Important Notes (Operational Points):
Especially in unmanned facilities, if guests are not adequately informed in advance about additional charges such as accommodation tax, problems may arise at check-in.
Therefore, carefully design how you inform guests, including through automated messages and on-site notices.
For information about how accommodation tax works and the supported regions, please refer to 【Tax Settings】Accommodation Tax Management Guide first.
Important Notes (Operational Considerations)
For unmanned properties in particular, if guests are not informed in advance that additional charges such as accommodation tax will be collected, it may lead to issues at check-in.
To help avoid misunderstandings, we strongly recommend carefully planning how you communicate this information to guests, such as:
Sending advance notifications through auto messages
Displaying clear notices at the property
Using any other appropriate communication methods to ensure guests are informed before arrival
1. Before You Begin
The setup method for Accommodation Tax (Exclusive Tax) and how it is added to reservations depend on:
Whether your property's location is in a region supported by AirHost's automatic accommodation tax calculation
Your AirHost ONE HMS subscription plan
In addition, there are several settings that should be verified in advance to ensure accommodation tax is calculated and managed correctly.
Please review the following before proceeding.
Determine Your Supported Region and Subscription Plan
The configuration method for Accommodation Tax (Exclusive Tax) varies depending on whether your property is located in a region supported by AirHost's automatic accommodation tax calculation.
Before configuring accommodation tax, please confirm:
Your AirHost ONE HMS subscription plan
The location (region) of the property for which you are configuring accommodation tax
conditions | What you can do in AirHost |
Premium Plan × Supported Region | Accommodation tax can be calculated automatically and added to reservations manually. |
Premium Plan × Unsupported Region | Accommodation tax can be configured and calculated manually, then added to reservations manually. |
Pro Plan (Applicable to both supported and unsupported regions) | Accommodation tax can be configured and calculated manually, then added to reservations manually. |
Lite plan | The Tax Settings feature is not available. |
Note: In this article, Supported Region refers to a region where AirHost's automatic accommodation tax calculation feature is available.
* For the list of supported regions, please refer to 【Tax Settings】Accommodation Tax Management Guide.
For Premium Plan Users in a Supported Region
Please verify that an **Accommodation Tax
▪ Check the settings for consumption tax (included in tax).
The accommodation tax is calculated based on the accommodation price excluding tax .
Therefore, in order to correctly calculate the accommodation tax, it is necessary to set the consumption tax (included in the price) in advance.
For instructions on how to set this up, please refer to the section on "Tax Settings" and how to set up and apply consumption tax (included in tax) / hot spring tax (excluded tax) .
▪ Check the handling procedures for each OTA.
Some OTAs (Online Travel Agencies) also have their own consumption tax and accommodation tax settings, and how these are handled when integrating with AirHost varies from OTA to OTA.
To ensure the proper implementation of the accommodation tax, please check the "Tax Settings" section and any notes regarding the accommodation tax provided by each OTA beforehand .
2. Set an accommodation tax (external tax).
First, register the accommodation tax (external tax).
Location
[ Admin Console ] > [ Account Settings ] > [ Tax Settings ] > [ Add a New Tax ] > [ Add a Tax for Reservations ]
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Settings
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The accommodation tax is created by setting the following items.
The basic input fields are the same, but the selection of "billing type" will differ depending on whether or not it is applicable to your region.
item | Settings |
Internal name | Enter the tax name for administrative purposes. |
Name of tax | Enter the name to be displayed on receipts, etc. You can configure settings for each language as needed. |
explanation | Please enter additional information as needed (optional). |
Types of Taxes | I will select "Tax not included" . |
Billing type | If applicable to your region: Select "Region (Accommodation Tax)" .
If you are outside the service area: Select either " amount" or "percentage" based on your local government's rules . (Automatic calculation is not performed.) |
Settings for each billing type
Depending on the billing type you selected, the following additional items will be displayed.
Billing type | Additional items to display | Settings |
Regional (accommodation tax) | Select a region 
| Select the area to which the accommodation tax applies from the dropdown menu. |
Amount | Amount/Percentage Charge unit  | Select a currency and set the accommodation tax amount based on the local government's rules. You will also select the charge unit. |
percentage | Amount/Percentage  | We set the tax rate in accordance with the rules of the local government. |
Supplement
Outside of the supported areas , conditional branching based on accommodation rates, etc., is not possible.
Please create additional tax settings for each tax amount as needed.In supported regions , there is no need to create multiple tax settings for each tax amount.
AirHost automatically determines the accommodation tax amount based on conditions such as accommodation fees and the number of people.
3. Add the accommodation tax (external tax) to your reservation.
The registered accommodation tax (external tax) will be added to each reservation and billed accordingly. There are two methods
for adding the tax : manually or automatically using the " Automatic Accommodation Tax Addition" function.
Add manually
Manually add the accommodation tax (external tax) from the transaction details of the relevant reservation.
1 | Open the reservation details for the target reservation and click [ Transaction Details ].  |
2 | Click on the accommodation charges details ( in blue text). 
 💡The billing statement will display a paper icon with a dollar sign ( ). |
3 | Click [ Add external tax ] from [...] .  |
4 | Select the applicable accommodation tax under [ Tax Name ] . Review the displayed tax amount, make any necessary corrections, and then click [Save] .
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Use the "Automatic addition of accommodation tax" function.
If you use the automatic addition of accommodation tax, the accommodation tax will be automatically added to your reservation.
How to set it up
1
| On the subscription page, please purchase the " [ Automatically Add Accommodation Tax ]" add-on for the required number of rooms.  *A subscription to the AirHost ONE HMS Premium plan is required for purchase. |
2 | Click [ Admin Console ] > [ Settings ] > [ Automated Tax Processing ] > [ Add Automatic Tax ] for the target facility .  |
3 | Set the items and click [ Save ].
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item | Content |
Select "Exclude Tax" | Select the accommodation tax to be automatically added. *Only accommodation tax applicable to the region set in [Property Details] > [Applicable Region for Accommodation Tax] can be selected. |
automatic generation | Set to [On] . |
Tax generation timing | Choose the timing for generating the accommodation tax for your reservation from the options below.
|
Channels to exclude | Select an OTA that will not automatically add the accommodation tax. (*) |
⚠️If the OTA (Online Travel Agency) has already set a lodging tax, there is a possibility of double taxation.
In that case, please set the relevant OTA as a [Channel to Exclude].
Supplement
For details on the specifications and precautions regarding the automatic deduction of accommodation tax, please refer to the FAQ at the bottom of this article.
4. Collect a lodging tax from guests.
The accommodation tax added to the reservation must be collected from the guest.
If you are using AirHost's check-in function and payment integration , the collection method can be handled as follows:
When the accommodation tax is added to your reservation, it will be automatically reflected in the amount to be paid at check-in.
Subsequently, guests will make payment by credit card at one of the following times: pre-check-in, check-in, or check-out.
*The timing of payment will vary depending on the check-in settings and operating method.
For more details, please refer to the following page.
Frequently Asked Questions (FAQ)
Q. Will the accommodation tax added to my reservation be shown on the receipt?
A. Yes, the accommodation tax added to your reservation will be shown on your receipt.
The accommodation tax is added to your booking invoice as an "external tax," and will be listed on your receipt along with other charges.
However, the details displayed on the receipt may vary slightly depending on the facility's policies and payment method (on-site payment, online payment, etc.).
Q. Which reservations are subject to automatic addition of accommodation tax?
A. Only reservations with a status of "Confirmed" are subject to automatic addition of the accommodation tax.
Reservations with a status of "Pending" or "Duplicate" will not be automatically added. The tax will be automatically added once the reservation status is changed to "Confirmed".
Q. I have set up automatic addition of accommodation tax, but the accommodation tax is not being added immediately.
A. Even if you select "Immediately" when generating the tax, there may be a lag of up to 30 minutes before the accommodation tax is automatically added.
If immediate reflection of the accommodation tax is required, such as at the time of check-in for last-minute bookings, please manually add the accommodation tax at the property.
Q. Will the accommodation tax be automatically added to reservations where it has already been manually added?
A. No. Reservations to which the accommodation tax has already been manually added are not subject to the automatic addition process.
Therefore, there will be no overlapping charges due to manual and automatic additions.
Q. What happens to the automatically added accommodation tax if my reservation is cancelled?
A. If a reservation with an automatically added accommodation tax is canceled, the added accommodation tax will also be automatically removed.
In addition, if payment or authorization has already been completed with Stripe or GMO, the refund or credit limit cancellation process will also be carried out automatically.
*Depending on your payment integration and operational status, please check the actual processing results as a precaution.
Q. If my reservation details change, will the automatically added accommodation tax also be automatically updated?
A. Yes. If a guest changes the number of guests or dates via an OTA, the accommodation tax will be recalculated and the amount will be automatically updated.
The same applies if your reservation details are changed after check-in. However
, if you are using a payment solution integration, automatic additional charges or refunds for the difference in accommodation tax will not be performed. If you need to collect or refund the difference, please do so manually through the payment system.
Q. Can I apply the automatic addition of accommodation tax to existing bookings made before it was enabled, all at once?
A. No. This feature applies to bookings created after the feature has been activated.
If you would like to automatically add the accommodation tax to future bookings that were already confirmed before activation, please contact support.