Airbnb & VRBO short-term rental host tracker

Know what every listing really earns, in a short-term rental tracker for Airbnb, VRBO, Booking.com and direct-booking hosts that works in Excel and Google Sheets. Built for hosts with 1 to 5 listings or units, in the US, Canada or anywhere else (the currency is just a label).

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Instant digital download (.xlsx). No macros, no subscription.

Airbnb and VRBO short-term rental host income and expense tracker spreadsheet

What you get

A bookings log for 1,000 stays: check-in, check-out, listing, platform, guest, gross payout, cleaning fee charged and platform fee; nights, net payout and ADR are calculated for you. Mark a row Cancelled (a payout you kept), Owner stay or Blocked, and those nights are handled correctly
Stays across two months, split correctly: every night is counted in the month it falls in (Jan 30 to Feb 2 = 2 nights in January, 1 in February), and a stay that crosses Dec 31 only counts its nights in your tax year. Money follows the nights, so occupancy is never overstated
An expenses log with 1,000 rows and 18 editable categories made for hosts: cleaning & laundry, supplies & consumables, utilities & internet, furnishings & linens, repairs, platform fees, insurance, property tax, mortgage interest, software, local occupancy taxes and more; assign each cost to a listing or to “Shared (all listings)”
A monthly dashboard: pick Full year or any month to see occupancy rate, nights booked, ADR, RevPAR, gross and net payout, expenses and profit, per listing and in total, plus your platform mix (bookings, nights, gross, fee % and ADR per platform) and 3 charts
A monthly detail tab with every metric for every listing and every month, plus platform mix by month
An annual summary for your accountant: gross payouts, cleaning fees, platform fees, expenses by category and net income per listing, nights rented, owner-stay and blocked nights, and a cash-basis cross-check by check-in date
Check columns that flag missing dates, check-out before check-in, typos, fees larger than the payout and overlapping stays (a possible double booking)
A Start Here guide with plain-English definitions (ADR and RevPAR use room revenue, so cleaning fees don't inflate your nightly rate), to set up in about 10 minutes

Details

Up to 5 listings and 6 platforms
1,000 bookings and 1,000 expense rows; works with any currency
Excel 2010+ and Google Sheets, no macros, no add-ons, no subscription
Tested formula by formula with sample data, empty data, zero-booking months, stays across months and years, and edge cases
Not affiliated with Airbnb, VRBO, Booking.com or any platform

Screenshots

How it works

Buy on Etsy and download the .xlsx file.
Open it in Excel, or upload it to Google Drive and choose File → Save as Google Sheets.
Add your listings and platforms, delete the clearly marked sample data, and log each booking and expense.

Free tool: Rental cash flow & cap rate calculator

This is a record-keeping tool, not tax, legal or accounting advice. The Annual Summary includes general notes only: US hosts usually report on Schedule E, or on Schedule C if they provide substantial services such as regular cleaning or linen changes during stays (IRS Publication 527); Canadian hosts usually report on Form T776, or on Form T2125 if the services they provide mean they are carrying on a business (CRA guide T4036). Which form applies, what you can deduct and how owner stays are treated depend on your situation, and short-term rental and occupancy-tax rules differ by state, province and city. Please check the current IRS or CRA guidance, or ask a tax professional, before you file. It was designed with the help of AI tools, then reviewed and tested before release.

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