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Why are quotes hard to compare?
Providers price the same bed in different ways: per person per night, per person per week, per apartment per month, with or without cleaning, linen or parking. Two offers that look €2 apart per night can be thousands of euros apart over a three-month stay.
What is the formula?
Bring every quote back to a price per person per night, then multiply. Only then compare.
Total for your stay = price per person per night × workers × nights
- Per person per week
- ÷ 7
- Per apartment
- ÷ people sharing the apartment
- Per month
- ÷ nights in that month (30.4 on average)
- Per room
- ÷ people sharing the room
A worked example: 42 workers, 92 nights
A crew of 42 workers stays 92 nights, from 12 October to 12 January. Three providers quote in three different ways. Converted, the weekly quote gives the lowest total but has no laundry; the closest provider charges final cleaning on top.
| Provider | How they quoted | Per person / night | Total, 92 nights | Not included |
|---|---|---|---|---|
| A | €26.10 per person / night | €26.10 | €100,850.40 | Towels (optional) |
| B | €167.58 per person / week | €23.94 | €92,504.16 | Laundry on site |
| C | €393.40 per apartment / week, 2 people | €28.10 | €108,578.40 | Final cleaning |
Example values. Totals include every fee the provider named.
What should a quote include?
Ask every provider the same questions, and write “unknown” when they have not answered. Unknown is not the same as included.
- Utilities: energy, water, heating
- WiFi, and whether it reaches every room
- Bed linen and how often it is changed
- Cleaning: weekly for shared areas, final cleaning at the end
- Parking, counted per van, and height limits
- Laundry on site
- Local city or tourist tax, where it applies
- Deposit, and when you get it back
Questions people also ask
Should I compare per night or per month?
Compare the total for the whole stay. Per night and per month hide differences in fees and in how many nights a month has.
Is VAT included in accommodation quotes?
Not always, and it differs by country and provider. Ask whether a price is with or without VAT and compare like with like. On Workbeds offers the VAT is shown per offer, and the invoice is in your company name.
What if a provider can only house part of the crew?
Take the partial offer seriously. Two providers can together house the whole group; compare the combined total against single offers, and check that the two addresses work for your travel to site.
