Bed & Breakfast Inn Profit Tracker

Bed & Breakfast Inn 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 innkeepers who need to know, stay by stay and night by night, what a room is really worth after breakfast and housekeeping - without accounting software. If midweek rooms sit empty while weekend discounts pile up, this workbook shows both, side by side.

WHAT'S INCLUDED (6 sheets):

- Offerings and Rates - guest / stay, room / stay type, booking value, nights, rate per night, extras revenue, total revenue, and direct cost for every booking. Change a price and the rate and totals update.

- Bookings Log - date, guest / stay, booking, nights, 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, nights, billable vs non-billable nights, capacity used, average rate, direct cost, expenses, net profit and margin, best and weakest bookings, revenue by booking, costs by category, and nights 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 11,070; extras revenue 1,420; total revenue 12,490; direct cost 2,505.

- 48 booked nights; 60 nights logged (59 billable, 1 non-billable); capacity used 32.3 percent; average rate per billable night 211.69.

- Overhead 5,865; total expenses 8,370; net profit 4,120; net margin 33.0 percent.

- Best booking by revenue: Miller Retreat Stay, 2,700. Best rate: Nguyen Honeymoon Stay, 325.00 per night. Lowest rate: Weekday Business Stay, 120.00 per night.

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter each booking's room / stay type, booking value, nights, extras revenue, and direct cost. Rate per night 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, nights, 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 night is booking value divided by nights. Total revenue is the booking value plus extras revenue. Average rate per billable night is total revenue divided by billable nights. Capacity used is nights logged divided by available capacity (186 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:

Bed and breakfast and small inn owners with a handful of rooms renting by the night.

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.