---
title: "Bookings & Rooms (HMS)"
description: Set up rooms and extras, take bookings with advances, and manage a booking calendar in vFile.
url: "https://tecniforge.com/docs/vfile/vfile-hms/bookings-rooms-hms/"
updated: "2026-09-02"
category: vFile / Bookings (HMS)
---

# Bookings & Rooms (HMS)

The **Bookings (HMS)** module handles reservations for rooms, halls or units — with pricing, advances, coupons and a calendar view. It is ideal for guest houses, halls, venues and similar booking-based businesses.

## Step 1 — Set up rooms & extras

Define what can be booked at [vfile.app/hms/rooms](https://vfile.app/hms/rooms) — each room or unit with its type and standard price. Add **extras** and set special or seasonal **pricing** where rates change by date.

## Step 2 — Take a booking

Create a booking at [vfile.app/hms/bookings](https://vfile.app/hms/bookings). Choose the customer, the room(s), the dates and any extras. vFile checks availability, applies the right price, and lets you record an **advance**.

## The calendar

The [booking calendar](https://vfile.app/hms/calendar) shows at a glance what is reserved and what is free.

## Worked example

A customer, *Usman*, books the main hall for a wedding on 15 March, plus a *Sound System* extra. The hall is ₨80,000 and the extra ₨15,000, so the booking totals ₨95,000. Usman pays a ₨30,000 advance now. On the calendar, 15 March is marked reserved so no one else can book that hall. On the event day he settles the remaining ₨65,000.

## What this affects

- **Calendar / availability** — that hall shows as booked for 15 March, preventing a double-booking.
- **Customer ledger** — the ₨95,000 booking and both payments appear on Usman's [ledger](https://tecniforge.com/docs/vfile/vfile-payments-ledger/partner-ledger-overview/).
- **Payment accounts** — each payment increases the account it was received into.
- A booking is **not** stock — no inventory is affected unless you also sell physical items with it.

## Frequently asked questions

**How does vFile stop me double-booking?**
The calendar and availability check show a room as reserved for its booked dates, so you cannot book it twice.

**How are booking advances handled?**
They post to the customer's ledger and reduce the balance due, exactly like an advance on a sale.

**Can I give a discount on a booking?**
Yes — apply a coupon or adjust the price when creating the booking.

## Related guides

- [Advance Payments](https://tecniforge.com/docs/vfile/vfile-contacts/advance-payments-advance-balance/)
- [Recording Payments](https://tecniforge.com/docs/vfile/vfile-payments-ledger/recording-payments/)

---

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