Financial Reports

Eight reports covering where the money came from and what is still owed. All take the standard Period filter — Daily, Monthly, Yearly or a Custom range — and download as CSV or PDF.

The three revenue reports answer the same question — where did the money come from — cut three different ways: by room type, by rate plan, and by extras. Room revenue appears in the first two, so do not add them together; pick the cut that matches the decision you are making.

• Key Performance Indicators:
  • The one-screen summary of trading performance, one row per month across the selected year. Columns: period, available room nights, rooms sold, occupancy rate, average daily rate, revenue per available room and total revenue, with Average occupancy rate as a summary card. Read ADR and RevPAR together rather than separately: ADR is revenue per room sold, RevPAR is revenue per room available. When ADR holds steady but RevPAR falls, your rate was fine and you simply sold fewer rooms — a demand problem, not a pricing one. When both fall together, you discounted and it did not fill the house.
• Guest Ledger:
  • One row per guest account, showing what they were charged and what they have paid. Summary cards give Total guests and Total receipts. Columns: guest name, room numbers, check-in date, check-out date, room charges, extras charges, total charges, payment made and outstanding balance. Room charges and extras are kept in separate columns, so a large bill can be read at a glance as a long stay or a lot of spending on top. The outstanding balance column is what reception works down before check-out; anything left after the guest leaves becomes the Debtor Report’s problem.
• Transactions Report:
  • Every payment recorded in the period, as a flat list. Columns: date added, reservation number, check-out date, payment type, guest and total. This is the report to open when a figure elsewhere does not reconcile — it is the underlying movements rather than a summary, so it is where a duplicated or misdated payment becomes visible. Payment types come from the methods set up under Payment methods.
• Revenue by Room Type:
  • Revenue attributed to each room type, with the occupancy behind it. Summary cards give Total revenue, Average occupancy rate, Average daily rate, Revenue per available room and Total rooms sold overall, and a Revenue distribution by room type chart shows the shares. Columns: room type, total available rooms, rooms sold, occupancy rate, average daily rate, revenue, RevPAR and percentage of total revenue. Judge a room type on RevPAR, not on revenue: a suite that earns less in total than your standard rooms may still be your best-performing room type, because there are far fewer of them.
• Revenue from Extras:
  • Everything sold on top of the room — breakfast, transfers, spa, laundry and anything else set up under Extras. Summary cards give Total revenue, Total items sold, Total extra types and Top selling extra, with a Revenue distribution by extra chart. Columns: extra item/service, quantity sold, unit price, total revenue, percentage of total extras revenue and most popular room type. That last column is the one people miss: it tells you which room type buys each extra, which is what makes an extra worth bundling into a rate plan for that type rather than offering it to everybody.
• Revenue per Rate Plan:
  • Revenue grouped by the rate the guest booked, so you can tell a discount that filled rooms from one that merely sold rooms you would have sold anyway. Summary cards give Total revenue, Total bookings, Number of rate plans and Top rate plan, with a Revenue distribution by rate plan chart. Columns: rate plan, room type, number of bookings, percentage of revenue, percentage of bookings and total revenue. Compare those two percentage columns: a plan taking 30% of your bookings but 15% of your revenue is discounted more than it is earning. Rate plans are configured under Master rates and Seasonal rates.
• Debtor Report:
  • Guests who have left owing money. Summary cards give Total debtors, Total amount owed and Average days outstanding, with a Total amount owed per day chart. Columns: debtor name, booking ID, check-out date, total amount owed, days outstanding and contact information. The days-outstanding column is the one that decides what you do: a debt three days old is an admin follow-up, one ninety days old is a write-off decision, and the contact column is there so the call can be made from this screen.
• Deposit Report:
  • Money taken in advance for stays that have not happened yet — which is cash you hold but have not yet earned. Summary cards give Total deposits collected, Total deposit amount and Top payment method, with a Total deposit amount per day chart. Columns: booking ID, guest name, check-in, check-out, room nights, deposit amount, date of payment and billing payment method. Deposits arrive according to the rules set in Payment policy, so if this report is thinner than expected the cause is usually a rate plan with no policy attached to it rather than anything here.