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Property Management Report Template

Enter each rental's nights, revenue and costs for a quarter or a year. The report works out occupancy, ADR, RevPAR, net income and the change since the last period, for every home and for the whole portfolio.

  • Quarterly or annual
  • Every ratio worked out
  • Excel report, Word summary
Build Your Report
5 of 5 sections
This is a made-up example quarter: invented homes, people and figures. Swap in your own.
Period and people4/4
The report covers
Same quarter last year keeps the season the same.
Properties4
1

This period

Previous period Q3 2025, for the change columns

2

This period

Previous period Q3 2025, for the change columns

3

This period

Previous period Q3 2025, for the change columns

4

This period

Previous period Q3 2025, for the change columns

Gross revenue is the nightly-rate income from every channel for nights inside the period, before costs. Leave cleaning fees and taxes out. Costs are operating costs only.
Highlights3/3
Start with the home's name. A one-home summary only shows lines that name its home.
Issues and decisions4
Open issues and decisions waiting on an owner are counted from this list.
Next period3/3
Give every home marked Watch or Needs a plan at least one action.
Internal notesFull report only
Left out of the Owner summary.

Click a section of the report to open the fields behind it.

Full report · Q3 2026

Quarterly Portfolio Report

Driftwood StaysExample

Period: Jul 1 – Sep 30, 2026Compared with: Q3 2025Prepared by: Alex MorganFor: Owners and partners
Gross revenue$59,090+7.7% vs Q3 2025
Net income$26,050+3.8% vs Q3 2025
Occupancy77.8%−0.8 pts · 281/361 nights
ADR$210.28+1.5% vs Q3 2025
RevPAR$163.68+0.5% vs Q3 2025
Guest rating4.76 ★63 reviews

Across 4 homes, RevPAR was $163.68, up 0.5% on Q3 2025. Occupancy fell 0.8 points to 77.8% and ADR rose 1.5% to $210.28: higher prices made up for the nights lost. Gross revenue rose 7.7% to $59,090, partly because there were 24 more nights to sell. Net income was $26,050, 44.1% of revenue, up 3.8%. Market Street Studio’s RevPAR rose most (+18.1%); Pine Hollow Cabin’s fell most (−10.8%).

2 performing1 watch1 needs a planNet margin: 44.1%Costs: $33,040

Performance by home4 properties · 361 nights to sell · change vs Q3 2025

PropertyStatusOcc.ADRRevPARChangeRating
Dune HousePerforming84.8%78/92 nights$320.00$271.30+12.4%4.9014 reviews
Harbor CondoWatch88.0%81/92 nights$170.00$149.67+2.5%4.8019 reviews
Pine Hollow CabinNeeds a plan61.2%52/85 nights$230.00$140.71−10.8%4.609 reviews
Market Street StudioPerforming76.1%70/92 nights$120.00$91.30+18.1%4.7021 reviews
Portfolio4 homes77.8%$210.28$163.68+0.5%4.76

Revenue, costs and netQ3 2026 · net change vs Q3 2025

PropertyRevenueCostsNetMarginChange
Dune House$24,960$12,980$11,98048.0%+18.6%
Harbor Condo$13,770$7,710$6,06044.0%+0.2%
Pine Hollow Cabin$11,960$7,480$4,48037.5%−38.3%
Market Street Studio$8,400$4,870$3,53042.0%+108.3%
Portfolio$59,090$33,040$26,05044.1%+3.8%

RevPAR by homethis period and Q3 2025

Q3 2026Q3 2025

Dune House$271.30
Harbor Condo$149.67
Pine Hollow Cabin$140.71
Market Street Studio$91.30

Highlights

  • +Dune House: the July price review raised the nightly rate and bookings still grew.
  • +Market Street Studio: first full summer, and guests keep praising the self check-in.
  • +Harbor Condo: the new cleaning partner covered every same-day turnover.

Issues3 open · 1 to decide

  • OpenWeekday bookings slow since mid-August · Pine Hollow Cabin
  • DecisionEnergy bills up on the new utility rate: approve a smart thermostat? · Harbor Condo
  • OpenStreet noise mentioned in recent reviews · Market Street Studio

Resolved: Deck rebuilt after a failed safety check; nights blocked in August (Pine Hollow Cabin)

Actions for Q4 2026

  1. Pine Hollow Cabin: two-night weekday minimum and a winter rate plan live by October 15 — Alex
  2. Harbor Condo: smart thermostat installed once the owner approves; costs checked again at the end of November — Sam
  3. Market Street Studio: window seals installed and noise mentions tracked in every review — Alex

Internal notes

Pine Hollow deck invoice is in the Q3 folder and kept out of operating costs. Ask the accountant whether it counts as a repair or an improvement before the annual report.

Occupancy = nights booked ÷ nights available. ADR = revenue ÷ nights booked. RevPAR = revenue ÷ nights available. Portfolio figures use added-up totals.Made with Mr. Props

Every figure is worked out from the property rows. Portfolio totals add up nights and money first, then divide.

Which report

The Step Back From Weekly Jobs and Monthly Payouts

A property management report template like this one looks at the whole portfolio over a quarter or a year. Statements settle the money and weekly reports keep the work moving. This one shows which homes are earning their place and what changes next.

Monthly owner statementWeekly operations reportPortfolio performance report
CoversOne home, or one owner's homesEvery home, this week onlyEvery home, side by side
PeriodA calendar monthMonday to SundayA quarter or a year
FiguresIncome, fees, expenses, payoutArrivals, cleans, open jobsOccupancy, ADR, RevPAR, net, rating and the change on an earlier period
Read byThe owner and their accountantYour team and co-hostsYou, your partners, owners and investors
AnswersWas the payout right?Who does what this week?Which homes need a new plan?
TemplateOwner statement Weekly report This page
Period

Quarter or Year, and What to Hold It Against

Rental income follows the seasons, so the period you compare with decides whether a quarter looks good or bad. Choose it once, print it in the header and keep it.

Every three months

Quarterly report

Four a year, each covering three calendar months. It arrives while you can still reprice the next season or fix the home that slipped.

Once a year

Annual report

Twelve months on one page, sent with the year-end owner statements if you like. The seasons cancel out, so it suits the big calls: keep, renovate or sell.

What to compare it with

Use when you can

Same quarter last year

Summer against last summer. The season matches, so the change shows your pricing, reviews and listing work.

First year only

Previous quarter

For a home with no year of history. Say in the summary that part of the change is the season.

Annual reports

Previous year

A home added or sold part-way through either year moves the totals, so read RevPAR before revenue.

More nights, more revenue. The builder's example had 361 nights to sell in Q3 2026 against 337 a year earlier, because Market Street Studio was only listed from August 2025. Revenue rose 7.7%, RevPAR 0.5%. The second figure is the part that came from running the homes better.

Formulas

Add Up First, Divide Last

Every ratio comes from four totals: nights available, nights booked, gross revenue and costs. Add them across the homes, then divide. Here is the builder's Q3 example worked through.

Q3 2026 example, from the builder

HomeNights availableNights bookedGross revenue
Dune House9278$24,960
Harbor Condo9281$13,770
Pine Hollow Cabin8552$11,960
Market Street Studio9270$8,400
Portfolio361281$59,090

Pine Hollow Cabin had seven nights blocked for a repair, so it had 85 to sell.

Occupancy

The share of sellable nights you sold.

nights booked ÷ nights available281 ÷ 361 = 77.8%
ADR · average daily rate

What guests paid per night stayed.

gross revenue ÷ nights booked$59,090 ÷ 281 = $210.28
RevPAR · revenue per available night

Price and occupancy in one figure, fair across homes of any size.

gross revenue ÷ nights available$59,090 ÷ 361 = $163.68Check: 77.84% × $210.28 = $163.68

Net income and margin

What the homes kept after operating costs, and that as a share of revenue.

$59,090 − $33,040 = $26,050 · 44.1%

Points, not percent

Report occupancy changes in percentage points. The same fall is −1.0% in relative terms and sounds bigger.

77.8% − 78.6% = −0.8 pts

Never average the rates

The four homes' occupancy rates average 77.5%, not 77.8%. Ratings work the same way: weight each home by its reviews.

299.9 ÷ 63 reviews = 4.76

Why portfolio ADR rose less than every home's. Each home raised its rate by 4.3% to 6.7% on Q3 2025, yet portfolio ADR rose 1.5%. Market Street Studio, the cheapest home, sold 29 more nights, so more of the portfolio's nights went at its lower rate. Read ADR per home first.

Reading it

When the Numbers Move Together

One figure on its own rarely says what happened. Read occupancy, ADR and RevPAR as a set, then net income, and check the likely cause first.

OccupancyADRRevPARWhat it usually meansCheck next
UpDownFlatDiscounts filled the calendar without earning more per night.Length-of-stay discounts and last-minute price drops.
DownUpUpPrice rose faster than bookings fell. The Q3 exampleWhether a lower weekday rate could fill the empty nights.
DownDownDownDemand fell, or the listing lost ground to nearby homes.Recent reviews, photos, channel ranking, new listings nearby.
RevPARNet incomeRevenue grew, but costs grew faster.Cleaning cost per stay, channel commission, utilities.
RevenueRevPARYou had more nights to sell, not better nights.Homes added or fewer blocked nights.
Costs

Which Costs Go Into Net, and Which Stay Out

Net only compares fairly if the same kinds of cost go into it every period. Sort them before you fill in the Costs field.

Operating costs

  • Channel and payment fees
  • Cleaning, laundry and supplies
  • Utilities and internet
  • Routine repairs
  • Management fee and software

Show separately

  • One-off works: a deck, a roof, a kitchen
  • Replacement furniture and appliances
  • A year's bill paid in one quarter

Leave out of net

  • Mortgage payments and interest
  • Income tax
  • The owner's own stays and bills

Cleaning fees. Take guest cleaning fees off the cleaning cost rather than adding them to revenue, so ADR keeps showing the nightly rate. Tax treatment can differ: ask your accountant which works count as repairs.

Property status

Calling Each Home: Performing, Watch or Needs a Plan

Base each chip on the comparison period, not a feeling, and give every home below Performing an action for next period.

  1. Performing

    RevPAR level or up, margin in line with the other homes.

    Keep what worked and look for one more gain.

    From the example
    Dune House: RevPAR up 12.4%, margin 48.0%.
  2. Watch

    One figure slipped while the rest held.

    Name it, set a target and check it halfway.

    From the example
    Harbor Condo: occupancy down from 91.3% to 88.0%, costs up 4.3%.
  3. Needs a plan

    RevPAR down on the same season, or nights lost to a repair.

    Write a dated plan, or talk to the owner about the home's future.

    From the example
    Pine Hollow Cabin: RevPAR down 10.8%, net down 38.3%.
Excel

One Row per Home per Period: Building It in Excel

The .xlsx download has these formulas in place. To build your own, keep raw figures on a Data tab and let the Report tab read them. They work in Google Sheets too.

ABCDEFGH
1PeriodPropertyNights availableNights bookedGross revenueCostsReviewsRating
22026-Q3Dune House92782496012980144.9
32025-Q3Dune House92742220012100134.9
The Data tab: add rows every quarter and never overwrite old ones. They are next year's comparison.

  1. Name the two periods

    On the Report tab, put this period in B1 (2026-Q3) and the comparison in B2 (2025-Q3). Save the file under the period too, so each property management report is easy to find later.

  2. Pull each home's figures

    Homes go in A5 down. In C5, sum that home's figures for the period, then copy right to H5.

    =SUMIFS(Data!C:C,Data!$A:$A,$B$1,Data!$B:$B,$A5)

  3. Ratios, net and margin

    Occupancy, ADR and RevPAR in I5 to K5, net in L5, margin in M5. IFERROR keeps empty rows blank.

    =IFERROR(D5/C5,"") · =IFERROR(E5/C5,"") · =E5-F5

  4. A portfolio row from totals

    Under the last home, SUM the columns, then divide the totals. Never AVERAGE column I.

    =IFERROR(SUM(E5:E8)/SUM(C5:C8),"")

  5. The comparison block

    Repeat the SUMIFS with $B$2 from O5, then add change columns. Format occupancy change as 0.0" pts".

    =IFERROR(K5/W5-1,"") · =IFERROR((I5-U5)*100,"")

  6. Weighted guest rating

    SUMPRODUCT multiplies each rating by its review count in one cell.

    =IFERROR(SUMPRODUCT(G5:G8,H5:H8)/SUM(G5:G8),"")
Examples

Three Portfolios, Three Reporting Periods

Extracts from three completed reports, calculated with the builder's formulas. All homes, people and figures are invented.

Annual report · 2025 vs 2024

A year across three city apartments

One investor, sent with the year-end statements

Occupancy
81.5%
+0.1 pts
ADR
$167.23
+4.6%
RevPAR
$136.32
+4.8%
  • Canal Apartment · RevPAR $141.90 +9.1%PerformingPrice up, bookings held
  • Garden Apartment · RevPAR $103.56 −7.5%WatchSame price, fewer bookings all year
  • Tower Apartment · RevPAR $165.75 +9.0%PerformingOpen longer after last year’s remodel

What it led to: Garden Apartment lost bookings at an unchanged price. The investor approved new photos and a weekday rate for it, not a price rise for all three.

Quarterly · Q1 2026 vs Q1 2025

A slow winter on the coast

Two beach houses, held against last winter

Occupancy
31.9%
−8.6 pts
ADR
$163.77
−2.4%
RevPAR
$52.29
−23.2%
  • Surf House · RevPAR $58.56 −20.8%WatchFewer winter weekends booked
  • Bay Cottage · RevPAR $44.87 −27.9%Needs a planTwo weeks blocked for a renovation

What it led to: The same season a year earlier ruled out winter as the cause. Both homes lost nights at similar prices, so Q2 went on listing work, not discounts.

Quarterly · Q2 2026 vs Q1 2026

The first spring for two new cabins

Listed in January; the previous quarter is the only history

Occupancy
67.0%
+34.3 pts
ADR
$167.62
+17.4%
RevPAR
$112.36
+140.5%
  • Fern Cabin · RevPAR $119.56 +147.4%PerformingSpring demand plus a first run of reviews
  • Moss Cabin · RevPAR $105.16 +134.7%PerformingListed from mid-January

What it led to: RevPAR more than doubled on Q1, and the summary says spring did most of it. Next year both cabins move to same-quarter comparisons.

FAQ

Portfolio Reporting Questions

What is a property management report?

A summary of how the rentals you manage performed over a set period: nights sold, prices, revenue, costs, net income and guest ratings, plus what went well, what went wrong and what happens next. This one covers a quarter or a year across several short-term rentals.

What should a property management report include?

Per home: nights available and booked, occupancy, ADR, RevPAR, revenue, operating costs, net income and rating, each next to the comparison period. Then portfolio totals, a short summary, highlights, open issues and next period's actions.

Is Excel good for a property management report?

Yes, if raw figures live on one data tab and the report tab reads them with SUMIFS. It gets harder when several people edit one file, or when you copy bookings from many channels by hand. The .xlsx download has the formulas set up.

How often should the report be updated?

Quarterly works well for a short-term rental portfolio: often enough to reprice before the next season, far enough apart for the figures to mean something. Add an annual edition for the bigger decisions.

How is this different from a monthly owner statement?

A statement settles one owner's money for one month: income, fees, expenses and payout. This report compares homes and periods so you can decide what to change. Owners usually get both.

Can my PMS fill in the figures?

The nights can come from your booking calendars. Mr Props, for example, pulls Airbnb, Booking.com and Vrbo calendars and guest messages into one place, so counting nights per home is quicker. Revenue and costs come from your payouts and bookkeeping.

Keep going

Reports and Plans Around This One

Owner relations · XLSX

Monthly Owner Statement

The month's income, fees, expenses and payout for each owner.

View template Operations · XLSX + DOCX

Weekly Report Template

Arrivals, cleans and open jobs for every home, each week.

View template Business · DOCX + XLSX

Business Plan Template

Turn this year's results into next year's growth targets.

View template Operations · XLSX

Property Inspection Template

Find the repairs behind a home that keeps landing on Watch.

View template
Helvis Schmotex

Helvis Schmotex

Founder, Mr. Props · Short-term rental investor

Helvis has spent the better part of a decade buying and selling real estate, and now focuses on scaling his short-term rental portfolio. He joined forces with the property OG himself, Mr Props, to share what's actually working — the systems, numbers, and hard lessons — so other hosts can grow faster and with fewer headaches.

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