An Excel workbook (XLSX) for short-term rental hosts, B&B and guesthouse owners: list your welcome items and consumables with pack cost and units per pack, say how much goes into each stay, guest, night or guest night, log your bookings with revenue, and the workbook calculates the cost per item, per stay and per guest night, monthly totals, cost as a % of revenue against your own target, estimated stock and restock reminders. A BLANK workbook and a DEMO workbook with fictional data are included in English, Italian, Spanish, French and German.

The problem it solves

Welcome items and consumables are bought a few euros at a time, so nobody knows what a stay really costs, which bookings barely cover it, or that the coffee ran out until a guest asks.

Who it is for

Hosts, B&B and guesthouse owners and small property managers who give guests coffee, toiletries, snacks or cleaning supplies and want to know what that really costs per booking, in desktop Excel.

What you get

• Pack cost and units per pack give the cost per unit; each item is charged per stay, per guest, per night or per guest night
• Every stay gets its calculated cost, cost per guest night and cost as a % of the revenue you enter, with stays above your own target highlighted
• Dashboard with monthly totals, cost per stay, cost by category, the five costliest items and purchases for the year
• Estimated stock from opening stock, purchases and use, with reorder level, packs to order and estimated reorder cost
• Purchases log with price paid per unit compared with your list price
• Complements the Check-in / Check-out & Inventory Kit, which counts objects: this one calculates cost per booking
• 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 Setup, type your properties, check the categories and set your own target for amenity cost as a % of revenue.
3. In Items, list each welcome item and consumable with pack cost, units per pack and how many units are used per stay, guest, night or guest night. Count your stock once and enter it as opening stock, with a reorder level.
4. Log each booking in Stays with dates, guests and revenue, and each restock in Purchases.
5. Open the Dashboard to read monthly totals, cost per stay and per guest night, cost % of revenue and the restock reminders.

Questions