An Excel workbook (XLSX) for short-term rental hosts, B&B and guesthouse owners. Enter your standard check-in and check-out times, the nightly rate, the cleaning cost and the time cleaning takes for each property, choose the margin you want, and the workbook suggests a supplement for any early check-in or late check-out request. It counts the night you might lose and the chance of an extra cleaning visit, checks that there is still time to clean before the next guest, and shows how the number is built. A fee table lists the supplement for every hour band with text lines you can paste into guest messages, and ready-to-copy wording is included in English, Italian, Spanish, French and German. A BLANK workbook and a DEMO workbook with fictional data come in all five languages.

The problem it solves

Guests ask to arrive at 10:00 or leave at 15:00 and the answer is a guess: too cheap and you lose money on cleaning and a night you could have sold, too expensive and you lose the guest. Nobody has a table to paste into the chat.

Who it is for

Hosts, B&B and guesthouse owners and small property managers who get requests for early arrival or late departure and want a consistent, explainable supplement instead of guessing, in desktop Excel.

What you get

• A suggested supplement for each request, built from nightly rate, cleaning cost, extra-visit cost and the margin you choose
• See how the number is made: opportunity cost, expected extra-visit cost, total cost, rounding, minimum fee and cap
• Same-day turnover check: the offer is flagged as not possible when there is not enough time left to clean before the next guest
• Fee table by hour band for each property, with text lines to copy into your messages
• Ready-to-copy messages in English, Italian, Spanish, French and German, and the Calculator writes the message for the current request in all five
• Request log with totals: supplements accepted, your cost and what is left
• Complements seasonal pricing tools, which price nights, and pre-arrival messages, which tell guests the times
• All files in English, Italian, Spanish, French and German; start from the BLANK workbook or learn first with the DEMO

How you use it

1. Download and unzip, open the folder of your language and try the DEMO workbook first.
2. Open the BLANK workbook in desktop Microsoft Excel and save a working copy. In Settings, enter your standard check-in and check-out times, the margin, rounding, minimum fee, cap and the most hours you will offer.
3. In Properties, add each rental with its nightly rate, the cleaning cost per turnover and how long cleaning takes.
4. In Calculator, pick the property, early check-in or late check-out, the time the guest asks for and whether the adjacent night is free or there is a same-day turnover. Read the supplement and copy the message.
5. In Fee Table, pick a property to get the supplement for every hour band, and record real requests in Request Log.

Questions