Free Airbnb income and expense spreadsheet
One file, two tabs: a row for every stay and a row for every month, with the formulas already in. Fees, turnover costs and pass-through taxes each get their own columns, so the totals stay honest.
Your spreadsheet
Kept in this browserThe file is made in your browser. Nothing is uploaded, and there's no sign-up.
Income and expenses 2026
hostcalmly-income-and-expenses-2026.xlsx · tabs: Stays, Months
A peek at the Stays tab
The two example rows as they arrive in the file. Shaded columns are formulas.
| ACheck-in | CNights | JHost revenue | KPlatform fee | LPayout | QTurnover costs | RStay result | STaxes collected |
|---|---|---|---|---|---|---|---|
| Jan 9 | 3 | $510.00 | $79.05 | $430.95 | $71.00 | $359.95 | $61.20 |
| Jan 23 | 2 | $415.00 | $12.45 | $402.55 | $69.00 | $333.55 | $49.80 |
| Column | What goes in it |
|---|---|
| The stay | |
| ACheck-in | The day the stay starts. The Months tab counts the stay in this month. |
| BCheckout | The day the guest leaves. |
| CNightsFormula | Checkout minus check-in. |
| DBooked on | Airbnb, Vrbo, Booking.com, Direct or Other (a drop-down). |
| EBooking code | The platform's confirmation code, to match the payout. No guest names needed. |
| Revenue | |
| FNights revenue | What the nights brought in, after any discount you gave. |
| GCleaning fee | What the guest paid for cleaning. It's income; your cleaner's pay is a cost further on. |
| HOther fees kept | Pet, extra guest or other fees you set and keep. |
| IRefunds | Anything you gave back. Enter it as a positive amount; it's subtracted. |
| JHost revenueFormula | Nights + cleaning fee + other fees − refunds. No taxes or deposits in it. |
| Platform | |
| KPlatform fee | The host fee on your payout report, or card processing on a direct booking. |
| LPayoutFormula | Host revenue − platform fee: what should reach your bank. Check it against the platform's payout. |
| Turnover costs | |
| MCleaner pay | What this turnover's clean cost you. |
| NLaundry | Laundry service, or detergent and power. |
| ORestock | Soap, paper, coffee and other supplies the stay used up. |
| POther stay costs | Anything else this stay caused, like a trash run or a broken glass. |
| QTurnover costsFormula | The four stay costs added up. |
| Result | |
| RStay resultFormula | Payout − turnover costs: what the stay leaves before the month's fixed costs. |
| Pass-throughs (not income) | |
| STaxes collected | Occupancy or sales tax the guest paid. Not your income: it goes to the tax office, or the platform sends it. |
| TDeposit held | A refundable security deposit. Not income unless you keep part of it for damage. |
| Notes | |
| UNotes | Anything worth remembering: a damage claim, a discount, a late payout. |
| Column | What goes in it |
|---|---|
| The stay | |
| AMonth | One row per month, January to December. |
| BStaysFormula | Stays that check in this month, counted from the Stays tab. |
| CBooked nightsFormula | Their nights added up. |
| Revenue | |
| DHost revenueFormula | Host revenue from the Stays tab. |
| Platform | |
| EPlatform feesFormula | Platform fees from the Stays tab. |
| FPayoutsFormula | Payouts from the Stays tab. |
| Turnover costs | |
| GTurnover costsFormula | Turnover costs from the Stays tab. |
| Fixed costs | |
| HRent or mortgage | The month's rent or mortgage payment for the rental. |
| IInsurance | Rental or short-term rental insurance for the month. |
| JUtilities | Power, water, gas and trash bills. |
| KInternet and software | Wi-Fi, streaming, pricing or messaging tools. |
| LRepairs and upkeep | Small repairs and maintenance. Keep big one-time purchases out of the monthly result. |
| MOther monthly costs | HOA, permit or license fees, bookkeeping. |
| NFixed costsFormula | The six monthly costs added up. |
| Result | |
| OMonth resultFormula | Payouts − turnover costs − fixed costs. Before income tax, loan principal and one-time purchases. |
| Pass-throughs (not income) | |
| PTaxes and deposits heldFormula | Pass-throughs from the Stays tab, so you can set them aside. Not income. |
| Notes | |
| QNotes | A big repair, a slow month, a rate change. |
How it works
How the income and expense spreadsheet works
Each stay gets one row on the Stays tab: what the guest paid for the nights, cleaning and other fees, the platform fee, and what the turnover cost you. Formulas work out revenue, payout and what the stay leaves. The Months tab adds the stays up by check-in month and sets them against your fixed bills. Taxes collected and deposits held sit in their own columns, because they pass through you and aren't income.
- Payout = nights + cleaning fee + other fees − refunds − platform fee
- Month result = payouts − turnover costs − fixed costs
A worked example
The two example rows in the file: a 3-night Airbnb stay and a 2-night direct booking with a pet fee, both in January.
| Example 1: host revenue$450 of nights + $60 cleaning fee | $510.00 |
|---|---|
| Platform fee15.5% host fee | −$79.05 |
| Turnover costsCleaner, laundry and restock | −$71.00 |
| Example 1: stay result | $359.95 |
| Example 2: stay result$415.00 revenue − $12.45 card fee − $69.00 turnover | $333.55 |
| January payouts2 stays, 5 nights | $833.50 |
| January result before fixed costs | $693.50 |
| Set aside, not income$111.00 of taxes and a $200 deposit | $311.00 |
Add January's rent, insurance and other bills on the Months tab and the month result follows. The $311.00 of taxes and deposits is never counted as income.
What it doesn't do
- It uses general categories only and isn't tax advice. Ask a tax professional how to report rental income and which costs you can deduct.
- It doesn't import payouts from Airbnb or your bank. You type or paste each stay.
- It doesn't track one-time purchases, depreciation or mileage.
Questions hosts ask
Does it work in Google Sheets?
Yes. Upload the .xlsx file to Google Drive and open it with Google Sheets, or open it in Excel, Numbers or LibreOffice. The formulas use only common functions such as SUMIFS and COUNTIFS.
Is the cleaning fee income?
Yes. It goes in the Cleaning fee column as revenue, and what you pay your cleaner goes under turnover costs. See is the cleaning fee income.
Why are taxes and deposits in their own columns?
They pass through you. Occupancy tax goes to the tax office, or the platform sends it for you, and a refundable deposit goes back to the guest. Counting either as income would overstate the month.
Which month does a stay count in?
The month it checks in. A stay from January 30 to February 2 counts in January.
Read next
- ToolStay profit calculatorSee what one booking leaves you after the platform fee, cleaning, laundry, supplies and a share of fixed costs. No double counting.
- ToolAirbnb monthly profit calculatorOne month of hosting from your own numbers: payout after fees, turnover and fixed costs, profit or loss, and the booked nights you need to break even.
- GuideHow do I calculate the profit from one short-term rental stay?A clear method for counting stay income, platform fees and costs once each, so your per-stay result reflects what you actually keep.
- AnswerIs the cleaning fee income for a short-term rental host?Yes. In your books, the cleaning fee guests pay is revenue, and what you pay your cleaner is a separate expense. Record each once.