Tour Guide Business Profit Tracker

Tour Guide Business Profit Tracker Excel - offerings and rates, bookings log, expenses, and a monthly P and L dashboard. Know what every booking actually pays - and whether the month actually made money.

Built for tour guides and small tour operators who need to know, tour by tour and hour by hour, what a booking is really worth after entry fees and transport - without accounting software. If a discounted school trip is filling prime days at a floor rate, this workbook shows it before the next booking.

WHAT'S INCLUDED (6 sheets):

- Offerings and Rates - tour / client, tour service, booking value, hours, rate per hour, extras revenue, total revenue, and direct cost for every booking. Change a price and the rate and totals update.

- Bookings Log - date, tour / client, booking, hours, rate, amount, and whether it was billable for every booking. Main-booking rates are pulled from sheet 1 by formula; extras are priced per booking.

- Expenses - labor, supplies, maintenance, insurance, marketing, utilities and other overhead, with a monthly cost for each.

- Monthly P and L - revenue, direct cost, labor, supplies, maintenance, insurance, marketing, utilities and other expenses by month, Jan-Dec, with net profit and margin. Revenue is a formula from the Bookings Log; direct cost is a formula from sheet 1.

- Dashboard - total revenue, bookings, hours, billable vs non-billable hours, capacity used, average rate, direct cost, expenses, net profit and margin, best and weakest bookings, revenue by booking, costs by category, and hours by booking.

- Cover and How to Use - start here. Yellow cells are the only ones you edit.

EXAMPLE DATA (October 2026 - replace with your own numbers):

- 12 offerings; booking values 12,730; extras revenue 1,560; total revenue 14,290; direct cost 2,500.

- 62.5 booked hours; 91.5 hours logged (88.5 billable, 3 non-billable); capacity used 65.4 percent; average rate per billable hour 161.47.

- Overhead 4,811; total expenses 7,311; net profit 6,979; net margin 48.8 percent.

- Best booking by revenue: Grand Canyon Day Tour, 2,250. Best rate: Sonoran Sunset Jeep Tour, 290.00 per hour. Lowest rate: School Field Trip - Weekday, 108.00 per hour.

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter each booking's tour service, booking value, hours, extras revenue, and direct cost. Rate per hour and total revenue fill in by formula.

3. On sheet 2, add a row per booking: date, name (spelled exactly as on sheet 1), booking, hours, rate, and whether it was billable. Amount fills in by formula. Main-booking rows pull the rate from sheet 1.

4. On sheet 3, enter each month's labor, supplies, maintenance, insurance, marketing, utilities and other costs.

5. On sheet 4, enter expenses each month, then check capacity, direct cost, and net profit on the Dashboard.

HOW THE NUMBERS WORK:

Rate per hour is booking value divided by hours. Total revenue is the booking value plus extras revenue. Average rate per billable hour is total revenue divided by billable hours. Capacity used is hours logged divided by available capacity (140 in October). Net profit is revenue minus direct cost and all overhead categories - before the owner's own pay, which comes out of profit as drawings.

WHO IT'S FOR:

Independent tour guides and small tour companies running walking, food, hiking and day tours.

PLEASE NOTE:

- Instant digital download. No physical item ships.

- Works in Microsoft Excel and Google Sheets (upload to Google Drive to open in Sheets).

- Example data is included so you can see how it works. Replace the yellow cells with your own numbers — yellow cells are the only ones you edit.

- This is a bookkeeping tool, not tax, legal, or CPA advice.

- Built by an accountant: B.S. Accountancy, ASU W. P. Carey, with revenue-reconciliation experience at Marriott and audit work at PwC.