Controlling for small hotels
Hotel controlling: five monthly figures for a 24-room hotel
Occupancy, ADR, RevPAR, revenue per department and open items, each with its formula and a worked example. The data comes from the reports and exports that STRYK provides for each area.
- Booking list per month as CSV or XLSX
- Reports and exports as PDF, Excel and CSV
- Issued invoices stay unchanged
In short
Hotel controlling for a small hotel comes down to five monthly figures: occupancy, ADR, RevPAR, revenue per department and open items. You calculate them from booking and invoice data, which STRYK delivers as a report or export in PDF, Excel and CSV. Pricing: a base price plus a room amount per month, with a 14-day trial.
Updated
Where monthly figures get stuck in small hotels
If you put the monthly report together yourself, the formulas are rarely the problem. It stalls on data from several sources and on figures that everyone counts differently.
- Today
The monthly report is built on the third working day in an Excel workbook. Bookings from the reservation system, revenue from the bookkeeping, and five tabs in between that nobody but you understands.
With STRYKBookings, invoices and payments sit in one system. You filter the booking list to the month, export it as CSV or XLSX and calculate the five figures in a fixed template.
Read more - Today
The hotel's owner-manager reports 74% occupancy, the property owner 70%. Both are right: one counts without the rooms under renovation, the other counts all 24.
With STRYKThe formulas on this page set what goes in the denominator. You record blocked rooms as a room block, so the period stays traceable.
Read more - Today
The owning family gets a different summary every month, sometimes a photo of the table, sometimes an email with three figures. Comparisons with the previous month only work from memory.
With STRYKEach month you send the same five figures in the same order, as an Excel file or PDF. You keep a budget in your own spreadsheet alongside.
Read more
Month-end close at Hotel Nordlicht
Suppose the owner of Hotel Nordlicht, a 24-room hotel, closes September on the second working day of October. The early-shift front desk team supports her.
Close the last day cleanly
First, the front desk closes 30 September. How the end-of-day close shows open departures and drafts is explained on its own page.
Filter the booking list to the month
The owner sets the filter to stays in September and exports the list as CSV. In Excel she now has one row per booking to calculate with.
Calculate occupancy, ADR and RevPAR
She enters available and sold room nights into the template. Room 11 was blocked for six days, so the denominator is 714 nights, not 720. The result: 70.0% occupancy.
Carry over revenue per department
She takes room, breakfast and bar revenue from the reports of each area. Before that, the front desk issues the last invoice drafts, because issued invoices cannot be changed. The total does not change afterwards.
Check open items at the cut-off date
Four invoices are still unpaid on 30 September. In the bank import the owner matches incoming payments before she gives the list to the front desk for follow-up.
Report to the owning family and accountant
The five figures go to the owning family as an Excel file. The data for bookkeeping follows via the handover to the accountant.
Where the figures in STRYK come from
STRYK supplies the raw data for the five figures. How to calculate from it is in the table on this page.
Reports per department
Every area, from Bookings to Finance, produces reports as PDF, Excel and CSV. You use the Excel file for your own template and the PDF for the conversation with the owners.
Read moreBooking list with export
The booking list can be narrowed to one month with column filters and exported as CSV or XLSX. From it you count sold room nights.
Read moreMonthly revenue that stays put
Nobody changes issued invoices. A correction appears as a cancellation or credit note in the month in which it occurs, so the reported September stays as it is.
Read moreRoles and activity log
The owner gives the front desk only the permissions it needs. The activity log shows who changed what when a figure is questioned.
Read more
Five monthly figures for 24 rooms
The values are an example: Hotel Nordlicht in September with 30 days. Revenues are assumed to be net.
| Metric | How to calculate it | Hotel Nordlicht, September |
|---|---|---|
| Occupancy | Sold room nights divided by available room nights, times 100. Available room nights are rooms times days, minus blocked room days. | 500 sold out of 714 available nights (24 times 30 minus 6 blocked days) gives 70.0%. |
| ADR (average daily rate) | Room revenue divided by sold room nights. Breakfast and tourist tax (Ortstaxe) are excluded. | 47,500 euros room revenue divided by 500 nights gives 95.00 euros. |
| RevPAR (revenue per available room) | Room revenue divided by available room nights. Same result as ADR times occupancy. | 47,500 euros divided by 714 nights gives 66.53 euros. Check: 95.00 times 0.700 also gives 66.53. |
| Revenue per department | Net revenue per department, kept separate, excluding pass-through items such as the tourist tax. | Room 47,500 euros, breakfast 7,000 euros, bar and minibar 2,300 euros, together 56,800 euros. |
| Open items | Total of issued invoices unpaid on the cut-off date, and their number. | Four invoices with a total of 3,120 euros on 30 September. |
One price that grows with your property
Reports, export and activity log are part of the core product. The price depends on the number of rooms; additional users cost nothing extra.
Pricing in detail€59 base fee + €6 per room or unit per month
Example with 24 rooms€203per month
- 14-day free trial
- No setup fee
- Personal onboarding
Net prices, annual billing. 20% off the base fee in the first contract year.
Month-end checklist for small hotels
You work through these five steps in the same order every month. Over time the close takes less time, because nothing has to be decided afresh.
Close the last day
Check that no departure is still open without a check-out and that no invoice draft from the month is still open. Only then can the month be counted.
Export the booking list
Filter to the month and export as CSV or XLSX. Save the file under a fixed name, for example with year and month.
Calculate the five figures
Enter nights and revenue in your template and check RevPAR against ADR times occupancy. If the result differs, one count is wrong.
Reconcile with invoices and bank
The room revenue in the template must match the issued invoices. Open items are taken at the cut-off date, not on the day of the analysis.
Send the report and hand over the data
Send the owners the five figures with the previous month and the same month last year. Your accountant receives their data through the monthly handover.
Frequently asked questions
How do I calculate RevPAR in a small hotel?
RevPAR is room revenue divided by the available room nights of the month. At Hotel Nordlicht that is 47,500 euros divided by 714 nights, which gives 66.53 euros. As a check, multiply ADR by occupancy as a decimal number.
Do blocked rooms count toward occupancy?
That depends on the rule you agree with your owners. In the example we calculate without blocked room days, because the room could not be sold. Set the rule once in writing and apply it the same way every month.
Why are breakfast and tourist tax not included in ADR?
Because ADR is meant to measure the room rate. Breakfast is revenue of another department, and the tourist tax (Ortstaxe) is passed on to the municipality. If you include both, ADR rises without any room having been sold at a higher price.
What belongs in a monthly report for owners?
Five figures are enough: occupancy, ADR, RevPAR, revenue per department and open items. Show each figure with the previous month and the same month last year, and write the formulas down once. You keep budget and plan-versus-actual comparisons in your own spreadsheet alongside.
How do I evaluate several hotels together?
In a shared workbook. Each hotel sees only its own data in STRYK, so you export the five figures for each property and combine them in your template. More on this is on the page software for multiple properties.
Do I calculate monthly figures with gross or net revenue?
With net revenue, meaning without VAT. Otherwise different tax rates for room and breakfast shift the figures. More important than the choice is that you calculate the same way every month and note it in the report.
Recalculate one month of your hotel
Send us your number of rooms and the workbook you calculate in today. In the 14-day trial you export one month from the booking list and check whether your five figures add up.