Airbnb and Vacation Rental Tracker Spreadsheet

About this template

This vacation rental tracker records nights booked, the nightly rate and what actually landed after fees. It is an Airbnb spreadsheet for hosts with one listing or several who want occupancy and short term rental income tracked properly.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

Occupancy measured the right way

Occupancy is nights let against nights available, for each unit and each month, measured against your target. Platform commission and changeover cleaning are their own expense lines rather than a single lump, so you can see what each one takes.

Every line points at a unit

A unit is entered once. Every booking, every cost and every maintenance job points at it, which is how the per-property view works without retyping anything.

The tabs

• Units: 60 rows; a unit is whatever you let separately
• Bookings: nights, nightly rate, takings and occupancy per month
• Rent Schedule: 400 rows of what was owed, what arrived and the gap
• Income and Expenses: 400 rows each, every line pointed at a unit
• Property P&L: income, costs, net, margin and yield per unit
• Occupancy: per unit and per month, against your target
• Maintenance: jobs, status and cost, pointed at a unit
• Dashboard: six live figures and every unit underneath
• Setup and Start Here

What it works out for you

• Arrears per unit and for the portfolio, calculated
• Occupancy per unit and per month, with voids counted
• What void months cost you, in money
• Yield per unit, against what you actually paid for it
• Tax to set aside, at your own rate
• Charts that redraw from your own numbers

Rental income, costs and yield all come from the same rows, so the dashboard and the ledgers always agree.

You get four real spreadsheet files: Excel and Google Sheets, each filled with a worked year and each blank and ready for yours. Both versions are the same build, so the file you open looks like the photos whichever one you use.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice. No Microsoft 365 subscription required.
• Google Sheets with a free Google account. No Google account is needed for the Excel files.
• No add-ins, no macros and no subscription

What you download

• The Excel workbook filled with a worked example, and the same workbook blank and ready for yours
• The instruction guide, which has one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready to download as soon as payment clears. The Start Here tab walks you through setup in a few minutes. The files are for use on your own portfolio; please do not share or resell them. This is a record-keeping tool, not tax or legal advice. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Can I use it in Google Sheets as well as Excel?

Yes. The download has Excel files for Excel 2016 or later on Windows and Mac, and the instruction guide has one-click links to make your own Google Sheets copies with a free Google account.

Does it connect to Airbnb or other booking sites?

No. There are no add-ins, no macros and no connections. You enter your bookings and costs, and everything else is calculated.

How is occupancy calculated?

As nights let against nights available, per unit and per month, and compared with the target you set.

Can I track more than one property?

Yes. The Units tab has 60 rows, and every booking, cost and maintenance job points at a unit for a per-property view.

Where do platform fees and cleaning go?

Platform commission and changeover cleaning each have their own expense line, so neither is hidden inside general costs.