Property Management Template

Q: Is the workbook free to download?

Yes. Both files are free: the one you fill in above and a blank copy with the formulas in place.

Q: Does it work in Google Sheets?

The download is an Excel file (.xlsx). Google Sheets opens it: upload it to Google Drive, or use File › Import in a new spreadsheet.

Q: Which versions of Excel does it work in?

Excel 2016 and later. The cleaning list is built with a helper column and INDEX/MATCH rather than newer array functions, so it works on older copies too.

Q: How many properties can I track?

Up to eight in the builder above. In the workbook, a home is one more row on the Month summary, and it appears in the Property drop-downs. With several homes on several channels, the calendars get hard before the sheet does.

Q: Can I change the channels, categories or currency?

Yes. Channels and categories are plain lists you can rename or add to, for example a local booking site. Currency is only a number format, so changing it touches no formula.

Q: Will it replace my PMS or channel manager?

No. It records stays and does the sums, but it doesn't connect to any channel, so it can't close dates or answer guests. You can run both: software for calendars and messages, the workbook for your own numbers.

Q: How often should I update it?

Add each booking the day it comes in and each payout when it lands. Send the cleaning list every Sunday. On the 1st, close last month: blocked nights, the last bills, then save a copy named after the month.

Q: Is this the same as an owner statement?

No. This is your own tracker for every stay, clean and cost. The statement you send an owner is a separate document built from these rows, and there's a template for it below.

Log each booking and bill once. The workbook builds the cleaning list from your checkouts and works out every property's month: nights, occupancy, ADR and net.

Month summary worked out for you
Cleaning list built from checkouts
Filled-in or blank .xlsx

Fill In Your Month

4 of 4 parts

An example month is filled in: made-up homes, stays and amounts. Replace it with yours.

Month and business2/3

Month

Currency

Business or host name

Kept by

Properties3

Blocked nightsPrice per cleanCleaner

Blocked nights are nights not for sale this month: your own stays, repairs. Cleaner and price feed the Cleanings sheet.

Bookings12

Check-inCheck-outPayoutNights–

Payout is what you keep from the stay after the channel's fee or commission. A stay that crosses the month end is split by night.

Expenses7

PropertyCategoryDateAmount

Turnover cleans are added for you from the checkouts. Tag a cost Shared when no single home caused it.

Click any part of a sheet to jump to its fields.

Month summary

Bookings, Cleaning and Revenue Tracker

Lantern Bay RentalsExample

Month: pick the monthKept by: Casey MorganCurrency: USD

Nights–booked

Occupancy–this month

ADR–per night

Payouts–this month

Costs$726with cleans

Net−$726before tax

Per property3 homes

Property	Nights	Occ.	Payouts	ADR	Cleans	Costs	Net
Dune Street Loft	–	–	–	–	–	$200	−$200
Maple Cottage	–	–	–	–	–	$316	−$316
Riverside Studio	–	–	–	–	–	$170	−$170
Shared costs						$40	−$40
Total	–	–	–	–	–	$726	−$726

Payouts by channel

add a channel and a payout to a booking

Checks

checks run once a booking has both dates

Occupancy = nights booked ÷ (days in month − blocked nights). ADR = payouts ÷ nights booked.Made with Mr. Props

Every figure is worked out from the rows: nights from the dates, occupancy from the nights you could sell, cleaning costs from the checkouts.

The workbook

Four Sheets, Each Fact Typed Once

This Excel property management template is built for hosts and small managers who run their own calendars. Stays and bills go in once, and the cleans are worked out from the stays. The month summary only reads from the other sheets, so it can't disagree with them.

Bookings

One row per stay

Every reservation from every channel. The rest of the workbook reads this sheet.

You type

Property
Channel
Check-in
Check-out
Payout

Worked out

Nights
Nights this month
Payout this month
Check
Clean order

Cleanings

One row per checkout

A turnover list in date order for whoever cleans. It fills itself from the Bookings sheet.

You type

Cleaner and price, once per home

Worked out

Clean date
Next arrival
Window
Cost

Expenses

One row per bill

What you paid this month, tagged to a home or marked Shared.

You type

Date
Property or Shared
Category
Item
Amount

Worked out

Cleaning cost
Totals by category

Month summary

One row per property

Pick the month at the top and each home's figures follow.

You type

Month
Blocked nights

Worked out

Occupancy
ADR
Payouts
Costs
Net
Channel mix

Why the summary has no input cells. A total typed by hand stops changing when a booking moves. Keep every cell on it a formula and it can't drift from the rows.

Booking columns

What to Type in Each Booking Column

Five typed columns feed every number in the workbook. Columns F to J are formulas, covered in the next section.

ColColumnWhat goes inWatch out for
A
Property
Pick the home from the drop-down.
"Dune Street Loft" and "Dune St Loft" are two homes to a formula, and one drops out of the summary.
B
Channel
Airbnb, Booking.com, Vrbo, Direct or Other.
A returning guest who books with you directly goes in as Direct.
C
Check-in
The arrival date.
A date that sits on the left of its cell is stored as text, and the formulas skip it.
D
Check-out
The departure date, not the last night.
The 3rd to the 7th is four nights. Typing the 6th loses a night and moves the clean.
E
Payout
What you keep after the channel's fee.
Copy it from the channel's payout report, not the guest's total. Leave it empty until you know it.

Formulas

Formulas That Turn Rows Into a Month

All of them work in Excel 2016 and later, with helper columns instead of newer array functions. Bookings start in row 2. On the Month summary, B1 holds the first day of the month and homes start in row 5: name in A, blocked nights in B, price per clean in C.

Bookings sheet, row 2

NightsF2
=IF(OR(C2="",D2=""),"",D2-C2)
Blank until both dates are in.
Nights this monthG2
=IF(F2="","",MAX(0,MIN(D2,EOMONTH('Month summary'!$B$1,0)+1)-MAX(C2,'Month summary'!$B$1)))
The nights inside the month picked on the summary.
Payout this monthH2
=IF(OR(E2="",F2=""),"",E2*G2/F2)
The payout split by night across the months.
CheckI2
=IF(F2="","",IF(COUNTIFS(A:A,A2,C:C,"<"&D2,D:D,">"&C2)>1,"Overlap",IF(G2=0,"Not this month",IF(G2<F2,"Split","OK"))))
The row counts itself, so above 1 means two stays share a night at one home.
Clean orderJ2
=IF(OR(F2="",D2<'Month summary'!$B$1,D2>EOMONTH('Month summary'!$B$1,0)),"",COUNTIFS(D:D,"<"&D2,D:D,">="&'Month summary'!$B$1)+COUNTIF(D$2:D2,D2))
The helper column. It numbers this month's check-outs 1, 2, 3 in date order.

Cleanings sheet, row 2

Clean dateA2
=IFERROR(INDEX(Bookings!D:D,MATCH(ROWS(A$2:A2),Bookings!J:J,0)),"")
Fetches check-out 1, 2, 3 as you copy it down.

Month summary, row 5

Nights bookedD5
=SUMIFS(Bookings!G:G,Bookings!A:A,$A5)
Payouts in F5 work the same way, with column H.
OccupancyE5
=IFERROR(D5/(DAY(EOMONTH($B$1,0))-B5),"")
Days in the month minus that home's blocked nights.
ADRG5
=IFERROR(F5/D5,"")
Fill in every payout first. A stay with no payout pulls it down.
TurnoversH5
=COUNTIFS(Bookings!A:A,$A5,Bookings!D:D,">="&$B$1,Bookings!D:D,"<="&EOMONTH($B$1,0))
Each check-out in the month is a clean.
CostsI5
=H5*C5+SUMIFS(Expenses!E:E,Expenses!B:B,$A5)
Cleans plus expenses tagged to the home. Net in J5 is =F5-I5.

Try the split on one stay

Enter a stay that crosses a month end.

Check-inJan 30, 2027

Check-outFeb 4, 2027

Payout$900

Nights in the stay5

January 20272 nights$360

February 20273 nights$540

Turnovers

Your Cleaning Schedule Comes From the Checkouts

Every check-out is a clean. The Cleanings sheet finds the next arrival at the same home and shows how long the cleaner has.

12345678910111213Dune Street LoftAirbnb0Booking.com2Airbnb3Maple CottageVrbo1Airbnb10Riverside StudioAirbnb0Airbnb2Booking.com7

StaySame-day turnoverNext guest the day afterTwo or more nights emptyNo next arrival yetNumbers show the nights empty before the next guest.

The first 13 days of the example month in the builder.

Same day

Out in the morning, in by afternoon

The tightest job. Name the cleaner, confirm the start time and have a backup.

Next day

One empty night between

Room for a deeper clean or a restock.

Two nights or more

The home sits empty

Book jobs that need time, like a furnace service, and recheck the price for those nights.

What to send your cleaner each Sunday

Filter the Cleanings sheet to the next seven days and share only those rows.

Each check-out, with the home and the window
Same-day turnovers first, with the next arrival time
Any extra job, such as a linen restock or an air filter
Damage photos to you the same day

Expenses

Costs That Belong to One Home, and Costs That Don't

Tag a cost to a home when that home caused it. Tag it Shared when you'd pay it anyway with one home fewer.

Tag to the property

Counted in that home's net

Turnover cleansWorked out

Utilities at that addressUtilities

A repair inside the homeRepairs

Coffee, toiletries and linens bought for itSupplies

Tag as Shared

On its own row, under the homes

Software you pay once for every listingSoftware and fees

Your phone plan and bookkeepingOther

Photos or ads for the whole businessOther

Mileage between homesOther

Splitting shared costs, and tax

Shared costs sit on their own row so no home carries a cost it didn't cause. If you need a figure per home, split them by nights booked, not evenly. Keep a receipt for every row, and ask your accountant or tax preparer which costs you can claim.

Limits

When a Spreadsheet Stops Being Enough

A workbook only knows what you type into it. That's enough for a home or two on one or two channels. It gets risky once the same night is sold in several places.

What the workbook can't do

See a booking the moment it's made
Close the same dates on your other channels
Warn you before a clash, only after both stays are typed in
Hold or answer guest messages

Check what's true for you

One home is listed on two or more channels
You've moved a guest because of a clash
More than one person adds bookings
Bookings reach the sheet a day or more late
Guest messages arrive in several apps
Closing a month takes more than an evening

0 of 6 checkedNothing checked: the workbook is doing its job. Keep it current.

A property management spreadsheet is still a good place to start: it costs nothing and teaches you your own numbers. When you start checking boxes, move calendars and messages to a PMS and keep the workbook for the money. Mr Props, for example, puts the calendars and messages from Airbnb, Booking.com and Vrbo in one place.

Examples

Three Hosts, Three Month Summaries

Extracts from filled-in workbooks, worked out from the rows on each card. The homes, hosts and amounts are made up.

One property · three channels

A city condo in a quiet month

Solo host, 30-day month, no nights blocked

Nights: 19 of 30
Occupancy: 63%
Net: $1,904

Airbnb · 3 nightsOKPayout $384 · $128 a night
Airbnb · 2 nightsOKPayout $250 · $125 a night
Booking.com · 4 nightsOKPayout $468 · $117 a night
+ 3 more stays in the full workbook

Payouts, all stays$2,338Turnover cleans · 6 × $45−$270Utilities and internet−$118Supplies−$46

What it showed: Short weekday gaps went unsold, 11 nights in all. Next month the host tries a two-night weekday minimum.

One property · personal use

A cabin with nine nights kept for family

Host who blocks dates for their own stays, 31-day month

Nights: 18 of 22
Occupancy: 82%
Net: $2,455

Vrbo · 7 nightsOKPayout $1,260 · $180 a night
Airbnb · 4 nightsOKPayout $680 · $170 a night
Airbnb · 3 nightsOKPayout $540 · $180 a night
+ 1 more stays in the full workbook

Payouts, all stays$3,120Turnover cleans · 4 × $90−$360Utilities−$210Hot tub service−$95

What it showed: Occupancy is 82% of the nights for sale. Divided by all 31 days, a full month would read 58%.

Three properties · four channels

A double booking caught the same day

Small manager, 31-day month

Stays: 6
Clashes: 1 pair
Net: $2,565

Harbor Condo · Airbnb · 3 nights from the 12thOverlapPayout $420 · $140 a night
Harbor Condo · Direct · 3 nights from the 14thOverlapPayout $330 · $110 a night
Mill Cottage · Vrbo · 6 nights from the 3rdOKPayout $1,020 · $170 a night
Mill Cottage · Booking.com · 4 nights from the 9thOKPayout $640 · $160 a night
+ 2 more stays in the full workbook

Payouts, all stays$3,180Turnover cleans · 6 × $55−$330Utilities · 3 × $95−$285

What it showed: A direct stay was typed in over an Airbnb stay at Harbor Condo. Both rows turned red that evening, and the direct guest moved to Mill Cottage, empty from the 13th.

Stays under "+ more" are in the full workbook and in the figures.

FAQ

Questions Before You Download

Is the workbook free to download?

Yes. Both files are free: the one you fill in above and a blank copy with the formulas in place.

Does it work in Google Sheets?

The download is an Excel file (.xlsx). Google Sheets opens it: upload it to Google Drive, or use File › Import in a new spreadsheet.

Which versions of Excel does it work in?

Excel 2016 and later. The cleaning list is built with a helper column and INDEX/MATCH rather than newer array functions, so it works on older copies too.

How many properties can I track?

Up to eight in the builder above. In the workbook, a home is one more row on the Month summary, and it appears in the Property drop-downs. With several homes on several channels, the calendars get hard before the sheet does.

Can I change the channels, categories or currency?

Yes. Channels and categories are plain lists you can rename or add to, for example a local booking site. Currency is only a number format, so changing it touches no formula.

Will it replace my PMS or channel manager?

No. It records stays and does the sums, but it doesn't connect to any channel, so it can't close dates or answer guests. You can run both: software for calendars and messages, the workbook for your own numbers.

How often should I update it?

Add each booking the day it comes in and each payout when it lands. Send the cleaning list every Sunday. On the 1st, close last month: blocked nights, the last bills, then save a copy named after the month.

Is this the same as an owner statement?

No. This is your own tracker for every stay, clean and cost. The statement you send an owner is a separate document built from these rows, and there's a template for it below.

Keep going

Templates to Use Alongside the Workbook

Owner relations · XLSX + DOCX

Monthly Owner Report Template

Turn one owner's rows into the statement you send each month.

View template Operations · XLSX + DOCX

Weekly Report Template

Arrivals, cleans and open jobs for the week, for your team or owners.

View template Operations · XLSX

Property Inspection Template

Check each home after a turnover and catch damage before the next guest.

View template Operations · DOCX

Maintenance Request Template

Send a repair to a vendor with a priority and a deadline.

View template

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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