Short-Term Rental Host Tracker (Excel & Google Sheets)

Know your occupancy, nightly rate and real profit for every rental property.

Your Airbnb, VRBO and Booking.com dashboards each show their own bookings, but none of them show your profit across all of your listings. This spreadsheet pulls every booking and every expense into one place and works out occupancy %, ADR (average daily rate), RevPAR, net profit and margin for each property, by month and for the year.

Built for short-term rental hosts with 1 to 10 listings: cabins, city apartments, beach cottages, spare rooms and more.

WHAT'S INSIDE (9 connected tabs)

✔ Dashboard: total payout, expenses, net profit, tax set-aside, bookings, booked nights, occupancy %, ADR, RevPAR, average length of stay, your top property and your top platform, plus 4 automatic charts (payout vs expenses, occupancy by month, profit by property, ADR vs RevPAR)

✔ Bookings: room for 1,000 reservations. Pick the property and platform from dropdowns, enter guest, check-in, check-out, nightly rate and fees. Nights and payout calculate for you (and you can type over the payout to match your platform). Cancelled bookings are excluded from every total, and double bookings turn the row red

✔ Expenses: 1,000 rows for cleaning, supplies, utilities, mortgage / rent, repairs, furnishing, insurance, software, HOA and more. Assign a cost to one property, or to "All / Shared" to split it evenly

✔ Occupancy Calendar: choose a property and a month to see a day-by-day grid. Booked nights light up, check-in days are darker and the guest's name shows on every booked day, with the month's occupancy, payout, ADR and RevPAR beside it

✔ By Property: booked nights, occupancy, bookings, revenue, ADR, RevPAR, expenses, net profit and margin for each property, side by side

✔ Monthly: month-by-month bookings, nights, occupancy, payout, expenses, profit, ADR, RevPAR and tax set-aside, plus booked nights, payout and expenses for every property by month

✔ Annual / Tax Summary: income by platform, expenses by category, net profit, tax set-aside and an estimated-tax view by quarter, ready to hand to your accountant

✔ Settings: business name, year, currency, tax set-aside %, up to 10 properties (name, nickname, bedrooms, available nights per year), platforms and expense categories, all editable

✔ Start Here: a short guide with links to every tab

WHY YOU'LL LOVE IT

• Occupancy, ADR and RevPAR are worked out the standard way, and the formulas are explained on the Start Here tab

• Stays that cross a month-end or year-end are split by night, so every month gets its fair share

• Works with Airbnb, VRBO, Booking.com, direct bookings and any other platform you add

• Add or rename properties, platforms and expense categories in Settings. Every dropdown updates

• Works for any year and any currency

• No macros, no add-ins, no subscription

YOU WILL RECEIVE

1. Rental_Host_Tracker.xlsx: blank and ready to use
2. Rental_Host_Tracker_EXAMPLE.xlsx: a full year of sample data for 3 properties (about 140 bookings with a busy summer and a quiet winter) so you can see how everything works
3. Both files come in one .zip.

COMPATIBLE WITH

• Microsoft Excel (desktop, Mac, Excel for the web)

• Google Sheets (free): upload to Google Drive → Open with Google Sheets → File → Save as Google Sheets

• Not compatible with Apple Numbers

PLEASE NOTE

• This is a digital download. No physical item will be shipped.

• Payout is calculated as nights × nightly rate + cleaning fee + extra fees − platform fee. Taxes you collect are shown for your records and are not part of the payout. If a platform pays a different amount, type over the payout cell.

• Figures are estimates to help you run your rentals. They are not tax or accounting advice. Check your local rules for short-term rental income and taxes.

• In Google Sheets, the data bars on By Property and Annual Summary may not show, and chart styling can look slightly different. All formulas work.

• Because this is a digital product, refunds are not offered, but please message me if you have any trouble opening the file.

• Not affiliated with Airbnb, VRBO or Booking.com. All platform names are trademarks of their respective owners and are used only to describe where a booking came from.