Vendwright
Spreadsheet template

Airbnb Host Income & Expense Tracker

One workbook for up to ten short-term rentals. Paste your Airbnb payouts, log costs as you go, and read occupancy, average nightly rate and per-property profit off a dashboard that is already mapped to Schedule E lines.

€14one-time · no subscription · not on sale yet

Checkout opens shortlyEmail support@vendwright.com to be told when this template goes on sale. Try the free calculator first
.xlsx Excel · Google Sheets · LibreOffice No macros 1–10 properties Schedule E mapped

What it does

Two registers, one dashboard, one accountant handoff. Nothing you have to maintain beyond typing the numbers in.

Short-term rental bookkeeping fails for a boring reason: the payout data lives in Airbnb, the costs live in your bank account and your inbox, and nothing puts them in the same place until March, when you try to reconstruct a year from memory.

This workbook is the same place. The Bookings tab is laid out column-for-column against Airbnb’s Transaction History CSV, so a year of payouts is a paste rather than an evening of retyping — the Instructions tab carries the exact paste map. The Expenses tab is a plain cost register where each row picks a property and a category, and the category decides the tax line for you.

Everything else is downstream of those two tables. The Dashboard reads occupancy, average nightly rate and monthly profit; the Tax Summary reads per-property totals by tax line, with shared costs already allocated.

  • Tracks 1–10 properties in one file, with an ALL view and a per-property filter
  • Booking log matched to Airbnb’s export; Vrbo, Booking.com and direct stays go in the same table
  • Expense categories pre-mapped to Schedule E lines, relabellable for any country
  • Shared costs (accountant, photography, software) split automatically across active properties
  • Occupancy, ADR and net profit calculated, not typed
  • Built-in warnings for duplicate booking codes, host-fee typos and missing receipts
  • Ships with a full demo year so you can see it working before you clear it

Who it is for

A good fit if

  • You host between one and ten listings and do your own books
  • You want your accountant to get a clean per-property summary instead of a bank statement
  • You would rather own a file than rent another SaaS seat
  • You are comfortable typing in a spreadsheet — that is the whole interface
  • You host outside the US and just need consistent categories you can rename

Not a good fit if

  • You want automatic bank or Airbnb syncing — this does not connect to anything
  • You need a channel manager, calendar or pricing tool; this tracks money only
  • You run more than about ten properties, where a proper PMS earns its fee
  • You want software that files your tax return — it organises figures, it does not compute tax
  • You need depreciation worked out for you; that stays a memo line for your accountant

What is inside, tab by tab

Six tabs. Two you type into, three that do the work, one that explains everything.

Tab What it holds What it does for you
Instructions Quick start, the Airbnb paste map, shared-cost rules, how to clear the demo data, Google Sheets and LibreOffice notes. Answers the questions you would otherwise email about, including the exact menu path to the Airbnb export.
Setup Property names, short chart nicknames, active flag, tax year, and the category → tax-line table. One cell sets the tax year and the Dashboard rebuilds its twelve months around it. Editing the category table changes every dropdown in the file.
Bookings 500 rows: payout date, booking code, guest, property, check-in, nights, gross earnings, host service fee, cleaning fee, source, notes. Net payout and month key calculate themselves. Duplicate booking codes and implausible host fees are highlighted as you paste.
Expenses 500 rows: date, vendor, property (or SHARED), category, amount, receipt flag, notes. Picking a category fills the tax line automatically. Memo-only rows such as depreciation are kept out of the cash totals but stay visible for tax.
Tax Summary Per-property totals by tax line, first raw and then with shared costs allocated, plus gross earnings, host fees, net payout and net profit. The page you send your accountant. The raw and allocated views sit side by side so they can re-cut the shared split if they prefer another basis.
Dashboard Month-by-month income, expenses, profit, nights booked, available nights and occupancy, plus two charts and four headline figures. Year-to-date net profit, average occupancy, average nightly rate and a missing-receipts counter. Filter to one property or view them all.

Shared costs, handled properly

Set a cost’s property to SHARED and the Tax Summary splits it equally across every property flagged active on Setup. The unsplit total stays in its own column, so if your accountant would rather allocate by revenue or floor area, the raw figure is still there.

What it looks like

Screenshots of the actual workbook, with the demo year loaded. The sample data ships in the file so nothing you see here is a mock-up.

Dashboard tab showing a twelve-month table of income, expenses, profit, nights booked and occupancy, four headline figures for year-to-date net profit, average occupancy, average nightly rate and receipts missing, and two charts: monthly income versus expenses, and profit by property.
Dashboard. Twelve months of income, expenses and profit with occupancy shaded, four headline figures, and charts for monthly income versus expenses and profit by property. The dropdown in the top left switches between ALL properties and any single one.
Bookings tab: a table of payouts with columns for payout date, booking code, guest name, property, check-in, nights, gross earnings, host service fee, cleaning fee collected, net payout, month key, source and notes, with running totals at the top.
Bookings. The column order matches Airbnb’s Transaction History export so you can paste values straight in. Net payout and month key are formulas; the totals row sits above the data where it stays visible.
Expenses tab: a cost register with date, vendor, property or SHARED, category, mapped Schedule E line, amount, month key, receipt flag and notes. Shared rows are highlighted and missing receipts are flagged in red.
Expenses. Choose a property (or SHARED) and a category; the tax line fills itself. Shared rows are shaded, missing receipts are flagged, and memo-only rows such as depreciation are excluded from cash totals.
Tax Summary tab: a grid of expense categories mapped to Schedule E lines with a column per property and a SHARED column, shown first raw and then with shared costs allocated, followed by an income and profit block with gross earnings, host service fees, net payout and net profit per property.
Tax Summary. Every category against its tax line, per property, raw first and then with shared costs allocated. Underneath, the income block: gross earnings, host service fees, net payout and net profit per property.

Specification

Format One .xlsx file, about 80 KB
Opens in Microsoft Excel (2016 and later, including 365), Google Sheets (File → Import → Replace spreadsheet), LibreOffice Calc
Macros None. Ordinary cross-platform functions only — SUMIFS, VLOOKUP, TEXT, EOMONTH. Nothing to enable, nothing to trust.
Capacity Up to 10 properties; 500 booking rows and 500 expense rows as shipped, extendable by copying formulas down
Tabs Instructions, Setup, Bookings, Expenses, Tax Summary, Dashboard
Sample data A full demo year: two properties, 127 bookings and 140 expenses. Clearing it takes about a minute and the Instructions tab lists the exact ranges.
Number format Ships with US dollar formatting. Select the money columns and apply your own currency format; the arithmetic is unaffected.
Tax mapping IRS Schedule E (Form 1040) line labels by default, editable on the Setup tab for any country
Delivery Not on sale yet. When checkout opens: instant download after payment. Yours to keep and to copy between your own devices.
Updates There is no update service. What you download is the file as it stands on the day you buy it. If we ever publish a corrected version of a file you already bought, email us and we will send it. No subscription, no account to create.
Price €14 one-time, VAT handled at checkout where it applies

Honest notes before you buy

This is a new product with no reviews yet, so here is the plain version instead of social proof.

  • It is a spreadsheet. There is no app, no login and no sync. If a tool that connects to your Airbnb account is what you want, this is not it, and no amount of formatting will make it that.
  • It does not compute your tax. It organises figures onto the lines an accountant expects. Depreciation is deliberately a memo item, because basis, bonus rules and recapture are too property-specific for a template to guess.
  • The Schedule E labels are text. Outside the US, rename them on the Setup tab — the totals and the maths do not change. That is a workable answer, not a localised product.
  • The shared-cost split is equal, not weighted. It is a deliberate simplification, and the unsplit figures stay visible so a different allocation is still possible.
  • You will have to clear the demo data. It ships full so nothing looks broken on first open. Emptying it is a one-minute job described step by step in the Instructions tab.

Questions

Does it work in Google Sheets?

Yes. Import the file with File → Import → Upload and choose Replace spreadsheet. Formulas, dropdown lists, the warning highlights and both charts survive the import. LibreOffice Calc opens the file natively.

Do I have to retype my Airbnb bookings?

No. Download the Transaction History CSV from your host account, then paste the columns into the Bookings tab using the map in the Instructions tab — nine columns line up one to one. Paste values only, and leave the two formula columns alone. Bookings from Vrbo, Booking.com or direct guests are typed into the same table with the source set accordingly.

I am not in the US. Is Schedule E useless to me?

The line labels are ordinary text on the Setup tab. Rename the fifteen categories and their line labels to match your own return — the UK property pages, a German Anlage V, whatever applies — and every dropdown, total and summary follows. The categories themselves (cleaning, utilities, insurance, mortgage interest, management fees) are the same costs everywhere.

How many properties can it handle?

Up to ten, and they all share one Bookings table and one Expenses table. Past ten the Tax Summary grid gets wide and a purpose-built system starts to earn its subscription.

Is 500 rows enough?

For most hosts, yes: 500 bookings and 500 expense rows cover a busy year across several properties. If you need more, copy the last row’s formulas down and extend the totals in row 2 — the Instructions tab says which cells.

Does it calculate occupancy for me?

Yes. The Dashboard counts nights booked against available nights for the tax year you set, per month and for the year, and shows average nightly rate alongside it. You do not type either number.

Will it catch my mistakes?

Some of them. It flags duplicate booking codes, host service fees that look wrong against the gross figure, and expense rows with no receipt. It cannot tell you about a booking you never entered.

What about depreciation?

It has a category, and it stays a memo line: included in the Tax Summary for your accountant, excluded from cash expense totals on the Dashboard so it does not distort your monthly profit. The figure itself has to come from your accountant.

Can I put it on more than one computer?

Yes. It is a file. Keep it wherever you keep your own files, on as many of your own devices as you like.

What if it does not suit me?

Email support@vendwright.com. Refund terms for digital downloads are set out on the refunds page.

Airbnb Host Income & Expense Tracker

Up to ten properties, Schedule E mapped, works in Excel, Google Sheets and LibreOffice. €14 once, no subscription.

Checkout opens shortlyEmail support@vendwright.com to be told when this template goes on sale. Free break-even calculator

Not sure your numbers work yet? The free calculator gives you the occupancy you need to cover costs before you spend anything.