A guide to using the Quoted Rate Variance Report in RMS.

Overview

The Quoted Rate Variance Report compares the rate that was presented to a guest at the time of enquiry or booking, against the rate that was ultimately applied to their reservation. Where a difference exists between these two values, a variance is recorded.

This report is a key tool for Revenue Managers, Front Office Managers, and Property Owners who need visibility over rate integrity across their operation. It helps identify situations where rates have been manually overridden, discounted without authorisation, or applied inconsistently across channels or Users.

Quote Reservations must be active. If your property does not use the quoting workflow in RMS, this report will not contain any results.

The report will only return results for reservations where a quoted rate was recorded at the time of booking or enquiry. Reservations created without going through a quoting step will not appear.

Reasons to Use

The Quoted Rate Variance Report provides value across a range of operational and strategic use cases:

• Revenue Auditing: Identify reservations where the booked rate differs from the rate that was originally quoted, helping to detect unintentional discounting or rate entry errors.
• Rate Override Monitoring: Detect instances where Users have manually overridden a system-generated rate, enabling management to review whether overrides were appropriate and properly authorised.
• Revenue Leakage Prevention: Quantify the cumulative dollar impact of rate variances over a given period to understand the financial effect on your property's revenue.
• Channel and Source Analysis: Compare variance patterns across booking sources (e.g., direct, Online Travel Agent (OTA), walk-in) to identify whether certain channels are consistently resulting in lower rates being applied.
• Rate Plan Compliance: Confirm that the correct rate plans are being applied in line with your pricing strategy, membership tiers, or corporate agreements.
• Pre-Arrival Checks: Review upcoming reservations with a quoted rate variance before guests arrive to correct any pricing errors prior to check-in.

Prerequisites

Before using the Quoted Rate Variance Report, ensure the following conditions are met:

System Configuration

• Rates Configured: Rates must be active and correctly set up in RMS. The report compares quoted rates against applied rates - without properly configured rates, variance data will be incomplete or inaccurate.
• Quote Functionality Enabled: Quote Reservations must be active. If your property does not use the quoting workflow in RMS, this report will not contain meaningful variance data.

Guide

In the side menu of RMS, go to Reports > Management > Reservations > Quoted Rate Variance.

1. Select the Date.
   The report can only be run for 1 day at a time.
2. Select the Group By option.
3. Select the Sort By option.
   Select Show Only Reservation with a Variance (Optional).
4. Select Build.
   

Column Header Reference

The table below describes each column displayed in the Quoted Rate Variance Report -