How Much Does a Vacation Rental Reservation System Cost? Pricing Comparison 2026

The true costs of a vacation rental reservation system often remain unclear until after the contract. Vendors advertise low base subscriptions but hide integration costs, transaction fees, and support charges that can increase total costs 2-3x.

This pricing comparison shows what systems actually cost in 2026, including hidden expenses.

Pricing Models Explained

Reservation systems use three main pricing models:

1. Base Subscription + Transaction Fees

How it works: Monthly platform fee plus percentage per booking or transaction.

Who uses this: Tommy Booking, TOMM, most smaller vendors.

Example costs (50-unit park, 600 bookings/year):

• Base subscription: €70/month = €840/year
• Transaction fees: 1% per booking × €150 average booking value × 600 = €900/year
• Base total: €1,740/year

Advantages:

• Low entry costs
• Costs scale with usage
• Good for new parks with low occupancy

Disadvantages:

• Difficult to budget (varies by season)
• Total costs increase with success
• Hidden costs in terms and conditions

2. Per-Unit Pricing

How it works: Fixed monthly rate per accommodation unit (pitch, chalet, cabin).

Who uses this: UwBoeking.com, some specialized vendors.

Example costs (50-unit park):

• €200/year for small parks
• Scaling per unit for larger parks
• Base total: €200-1,000/year depending on configuration

Advantages:

• Very predictable costs
• No transaction fees
• Simple to budget

Disadvantages:

• Can become expensive with 50+ units
• Pay for empty units
• Less flexible with seasonal variation

3. Flat-Rate Subscription

How it works: Fixed monthly price regardless of units or bookings.

Who uses this: Newbook, some enterprise solutions, Odeva.

Example costs:

• €140-200/month (€1,680-2,400/year)
• Unlimited units and bookings
• Base total: €1,680-2,400/year

Advantages:

• Maximum predictability
• No surprises with growth
• Often includes more features

Disadvantages:

• Higher entry costs
• Less interesting for very small parks (<10 units)
• Possibly overkill for simple use cases

Popular Systems Pricing Comparison

Tommy Booking / TOMM

Base Subscription:

• Starter: €10/month (basic features)
• Campgrounds/holiday parks: €70/month
• Billing: Annual (12× monthly amount)

What’s included:

• Basic reservation management
• Occupancy planning
• Guest data management
• Dutch localization

Optional modules (cost extra):

• Channel manager connections (Booking.com, Belvilla)
• Online payments (iDeal)
• Owner management
• Dynamic pricing
• Access control systems
• Guest/owner portals

Estimated total costs (50-unit park with channel manager and payments):

• Base: €70/month = €840/year
• Channel manager: €100/month = €1,200/year
• Payment processing: 2.9% × €90,000 revenue = €2,610/year
• Total: ~€4,650/year

UwBoeking.com

Base Subscription:

• Starter: €200/year (excl. VAT) for small parks
• Scales based on number of rental units
• Annual payment = 20% discount vs. monthly

What’s included:

• Complete reservation system
• Setup and explanation first year
• Phone and email support (max hours/year)
• No setup costs
• No hidden costs for components

Optional modules:

• Specific integrations
• Extra support hours

Estimated total costs (50-unit park):

• Base: €600-1,000/year (depending on units)
• Channel manager: €1,200/year
• Payment processing: €2,610/year
• Total: ~€4,410-€4,810/year

Newbook

Base Subscription:

• Starter: $150/month (~€140/month)
• Pricing varies by number of units and features
• Monthly or annual

What’s included:

• Property management system
• Integrated booking engine
• Built-in channel manager
• Dynamic pricing
• Multiple accommodation types
• Ancillary services (equipment rental, activities)

Optional costs:

• Setup and migration
• Training
• Additional integrations

Estimated total costs (50-unit park):

• Base: €140/month = €1,680/year
• Payment processing: €2,610/year
• Total: ~€4,290/year

Note: Newbook has built-in channel manager, saving you €1,200/year vs. systems with external channel managers.

Booking Experts (transparent pricing)

Base Subscription:

• Starter: €295/month = €3,540/year
• Premium: From €495/month = €5,940/year
• Ultimate: On request (for large parks with owner management)

What’s included (Starter):

• Up to 20 objects (accommodations, pitches)
• Manage up to 3 booking channels
• Integrated Search & Book
• Real-time statistics
• Online payments
• Up to 6 users
• 60-day free trial
• No commission on bookings

What’s included (Premium):

• Everything in Starter, plus:
• Manage up to 10 booking channels
• Group bookings
• Manage up to 3 locations
• 1:1 guidance during onboarding
• Up to 20 users

Additional costs:

• Payment processing: Via own Mollie/Stripe (2.5-2.9%)
• BEX Linguist (multilingual): €0.08 per word
• Booking Analytics: On request
• BEX CMS (website): On request
• Booking Boosters (marketing): On request

Contract terms:

• Starter: Annual contract
• Premium: Minimum 3 years
• Ultimate: Minimum 5 years

Estimated total costs (50-unit park with Premium):

• Base: €5,940/year
• Payment processing: €2,610/year
• Total: ~€8,550/year

Note: Booking Experts has built-in channel manager (up to 10 channels in Premium), saving you €1,200-3,600/year vs. systems with external channel managers.

When Booking Experts is a good choice:

• Parks with 20-50+ units
• Need professional onboarding and support (7 days/week)
• Value Dutch company with Dutch support
• Willing to commit to longer contract term (3-5 years)
• Want to grow without worrying about limits

Disadvantages:

• Higher entry costs than budget options
• Long contract obligations (3-5 years)
• Premium features (Ultimate) only on request

Odeva (transparent pricing)

Base Subscription:

• €149/month = €1,788/year
• Flat-rate (unlimited units, bookings, users)

What’s included:

• Complete reservation system
• Group reservations (native)
• Multi-device (desktop, tablet, mobile)
• Dutch localization
• Email/chat support
• Monthly updates
• No setup costs
• No transaction fees on bookings

Additional costs:

• Payment processing: Own Mollie/Stripe account (2.5-2.9%)
• Channel manager: External connection needed (€100-150/month)

Estimated total costs (50-unit park):

• Base: €1,788/year
• Channel manager: €1,200/year
• Payment processing: €2,610/year
• Total: ~€5,598/year

When Odeva is cheaper:

• Parks with 75+ units (per-unit pricing becomes expensive)
• High booking volumes (transaction fees stack up)
• Many group bookings (other systems charge extra)
• Multiple staff members (other systems charge per account)

Hidden Costs That Increase Total Pricing

1. Channel Manager Integrations

What it costs:

• €50-150 per month per channel
• Booking.com: ~€80/month
• Airbnb: ~€80/month
• Belvilla: ~€100/month
• Total for 3 channels: €260/month = €3,120/year

How to avoid:

• Choose systems with built-in channel managers (Newbook, Booking Experts)
• Negotiate bundle pricing for multiple channels
• Evaluate if all channels are ROI positive

2. Payment Processing Costs

What it costs:

• Credit card: 2.5-3.5% per transaction
• iDeal: €0.29-0.49 per transaction
• PayPal: ~3.4% + €0.35 per transaction

Calculation example (€90,000 annual booking revenue):

• Average rate: 2.9% (mix of credit card, iDeal, PayPal)
• Total: €90,000 × 2.9% = €2,610/year

Note: Actual costs vary by payment mix. For simplicity, we use 2.9% in all calculations.

Hidden problem: Some systems charge 4-5% when they process payments themselves (vs. 2.5-2.9% with own Mollie/Stripe account). On €90,000 revenue with 2.5% own account baseline = €1,350-2,250 extra per year. With 2.9% baseline = €990-1,890 extra per year.

3. Additional User Accounts

What it costs:

• €10-25 per additional user per month
• For 5 staff (3 extra, 2 included in base): €30-75/month = €360-900/year

How to avoid:

• Choose systems with unlimited users
• Share accounts (not recommended for auditing)
• Negotiate included number of users

4. Support Beyond Standard Package

What it costs:

• Phone support: €25-50/month extra
• After-hours support: €100-200/incident
• Dedicated account manager: €200-500/month

5. SMS and Notifications

What it costs:

• €0.05-0.15 per SMS
• 1,000 SMS/year = €50-150
• Email often free but SMS essential for no-shows

6. Data Migration and Setup

What it costs:

• Setup fee: €0-500 one-time
• Data migration: €200-1,000 one-time
• Training: €500-2,000 one-time
• Total first year: €700-3,500 extra

7. API Access for Custom Integrations

What it costs:

• €50-200/month for API access
• Developer support: €100-150/hour
• Custom integrations: €1,000-5,000 one-time

Total Cost of Ownership (TCO) Calculation

Example: 50-unit Holiday Park

Annual operation (Scenario A, B, D, E):

• 600 bookings
• €150 average booking value
• €90,000 total booking revenue
• 3 channels (Booking.com, Airbnb, Belvilla)
• 5 staff users

Annual operation (Scenario C - 20-unit park):

• 240 bookings
• €150 average booking value
• €36,000 total booking revenue
• 3 channels (Booking.com, Airbnb, Belvilla)
• 5 staff users

Scenario A: Budget system (Tommy Booking)

• Base subscription: €840/year
• Transaction fees (1%): €900/year
• Channel managers (3×): €3,120/year
• Payment processing: €2,610/year
• Extra users (3×): €720/year
• SMS notifications: €60/year
• Year 1 total: €8,250 + €1,500 setup = €9,750
• Year 2+ total: €8,290/year

Scenario B: Mid-range system (UwBoeking.com)

• Base subscription: €800/year
• No transaction fees
• Channel managers (3×): €3,120/year
• Payment processing: €2,610/year
• Support included (basic)
• SMS notifications: €100/year
• Year 1 total: €6,630 + €500 setup = €7,130
• Year 2+ total: €6,630/year

Scenario C: Mid-range all-in system (Booking Experts Starter) - 20-unit park

• Base subscription: €3,540/year
• No transaction fees on bookings
• Channel managers built-in (3 channels): €0
• Payment processing (240 bookings): €1,044/year
• 6 users included: €0
• SMS notifications: €40/year
• Year 1 total: €4,624 + €0 setup (60-day trial) = €4,624
• Year 2+ total: €4,624/year
• Note: Starter plan max 20 units. For 50+ units, Premium required (see Scenario D).

Scenario D: Premium system (Booking Experts Premium)

• Base subscription: €5,940/year
• No transaction fees on bookings
• Channel managers built-in (10 channels): €0
• Payment processing: €2,610/year
• 20 users included: €0
• Group bookings: €0
• SMS notifications: €100/year
• Year 1 total: €8,650 + onboarding guidance = €8,650
• Year 2+ total: €8,650/year
• Contract commitment: 3 years minimum

Scenario E: Flat-rate system (Odeva)

• Base subscription: €1,788/year
• No transaction fees on bookings
• Channel managers (3×): €3,120/year
• Payment processing: €2,610/year
• Unlimited users: €0
• SMS notifications: €100/year
• Year 1 total: €7,618 + €0 setup = €7,618
• Year 2+ total: €7,618/year

Break-even Analysis

At what number of units/bookings is each model cheaper?

Per-unit pricing (UwBoeking) is cheapest:

• 10-50 units with low to medium occupancy
• <500 bookings per year
• Limited use of channel managers

Flat-rate (Odeva, Newbook) is cheapest:

• 50+ units

• 600 bookings per year

• Many staff users (5+)
• Many group bookings

Subscription + transaction (Tommy) is cheapest:

• <10 units
• Low occupancy (<30%)
• Seasonal usage

Questions to Ask Before Choosing

About Pricing

1. “What are the total costs for my specific situation?”

   • Ask for a complete pricing breakdown with your numbers
   • Have them specify all costs

2. “What additional costs will there be?”

   • Channel managers
   • Payment processing
   • Extra users
   • Support
   • SMS/notifications

3. “What does it cost in year 2, 3, 4?”

   • Annual price increases
   • Inflation indexing
   • Volume discounts with growth

4. “What does it cost if I grow to 100 units?”

   • Scalability pricing
   • Enterprise discounts
   • Minimum contract terms

About Support

5. “Is support included? What’s not included?”

   • Phone support
   • After-hours
   • Number of support hours per year

6. “What are the response times?”

   • Email: 24-48 hours
   • Phone: immediate during business hours
   • Critical issues: <4 hours

About Integrations

7. “Which channel managers are natively integrated?”

   • Booking.com
   • Airbnb
   • Belvilla
   • Other OTAs

8. “What does it cost to use my own Mollie/Stripe?”

   • Own payment processor (2.5-2.9%)
   • Via system (often 3.5-5%)
   • Difference on €90,000 = €900-2,250/year

About Migration

9. “What does data migration cost?”

   • Setup fee
   • Historical data import
   • Staff training

10. “How long does implementation take?”

    • 2 weeks: simple setup
    • 4-6 weeks: complex migration with data import

Strategies to Reduce Costs

1. Annual vs. Monthly Payment

Savings: 15-20%

Example:

• Monthly: €70 × 12 = €840
• Annual: €700 (€140 saved)

2. Own Payment Processor

Savings: €900-2,250/year

Compare:

• Via system: 3.5-5% processing
• Own Mollie/Stripe: 2.5-2.9%
• On €90,000 revenue = €900-2,250 difference

3. Selective Channel Manager Use

Savings: €960-1,800/year per channel

Strategy:

• Analyze ROI per channel
• Booking.com: usually ROI positive
• Small OTAs: often not worth it

4. In-house Training vs. Paid Training

Savings: €500-2,000

Approach:

• Use documentation and tutorials
• Train 1 person who trains the rest
• Ask for free onboarding webinars

5. Minimize SMS, Maximize Email

Savings: €100-300/year

Tactics:

• SMS only for critical notifications (day before arrival)
• Email for confirmations and reminders
• Push notifications via app (free)

Red Flags: When Not to Choose

🚩 No transparent pricing on website → Likely expensive or hidden costs

🚩 “Contact us for pricing” as only option → Price discrimination based on park size

🚩 Transaction fees >2% on bookings → You’re paying double: for software AND per booking

🚩 Channel managers cost >€150/month per channel → Too expensive, negotiate or find alternative

🚩 Setup fees >€1,000 → Unreasonable for cloud software

🚩 Contract minimum >2 years → Too long if software doesn’t work out

🚩 Cost per extra user >€20/month → Limits growth, look for unlimited users

🚩 API access costs extra → Vendor lock-in, difficult to integrate

Conclusion: What Fits Your Park?

Small Parks (10-20 units)

Best for: UwBoeking.com or Tommy Booking Basic

• Low entry costs (€200-840/year base)
• Per-unit pricing remains affordable
• Less need for complex features

Also consider: Booking Experts Starter (max 20 units)

• €3,540/year including 3 channels
• 60 days free trial
• Professional support

Avoid: Enterprise systems with minimums

Medium Parks (20-75 units)

Best for: Booking Experts Premium, Odeva, Newbook

• Booking Experts Premium: All-in solution with built-in channels (€5,940/year)
• Odeva: Cheap base + external channels (€7,618/year total)
• Newbook: International option (€4,290/year total)

Choose Booking Experts if:

• Dutch support is important (7 days/week)
• Willing to commit to 3-year contract for stability
• Want to grow within one platform

Choose Odeva/Newbook if:

• Flexibility more important than contract
• Higher volumes (75+ units soon)

Watch out: Hidden costs can add up with budget options

Large Parks (75+ units)

Best for: Booking Experts Premium/Ultimate, Odeva, Newbook

• Booking Experts Premium: €5,940-8,000/year (10+ channels, group bookings, 3 locations)
• Booking Experts Ultimate: On request (owner management, unlimited everything)
• Odeva: €7,618/year (flat-rate, external channels)
• Newbook: €4,290/year (built-in channels)

Focus on: Scalability, integrations, support, owner management

Growth-ambitious Parks

Best for: Flat-rate without transaction fees

• Costs don’t grow with success
• No limit on bookings or users
• Budget remains predictable

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Want to know more about what a reservation system should be capable of? Read our Complete Guide to Holiday Park Reservation Management with feature checklists and implementation best practices.

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Sources

• What does Tommy cost? - Tommy Booking Support
• UwBoeking.com Rates
• Booking Experts Pricing & Subscriptions
• Newbook Pricing - Capterra
• Property Management Software Costs - Hostaway
• Hidden Costs of Payment Processing - ExactEstate

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