Accommodation KPIs and Metrics Excel Reports

Why You Need an Accommodation KPI Dashboard in Excel

Running a hospitality or accommodation business means juggling bookings, revenue, guest satisfaction, and operational costs. Without a clear visual dashboard, critical data gets lost in spreadsheets and decisions are made on gut feeling rather than facts.

Excel is a cost‑effective platform that lets you build a live KPI dashboard that updates automatically, is easy to share, and can be customized for any property size.

Core Accommodation KPIs to Track

Below are the most impactful metrics for hotels, B&Bs, vacation rentals, and serviced apartments. Use the checklist at the end of this guide to decide which apply to your business.

• Occupancy Rate – % of rooms sold over total available rooms.
• Average Daily Rate (ADR) – Total room revenue ÷ number of rooms sold.
• Revenue per Available Room (RevPAR) – Occupancy × ADR.
• Length of Stay (LOS) – Average nights per booking.
• Booking Lead Time – Days between reservation and arrival.
• Guest Satisfaction Score (GSS) – Survey‑based rating (e.g., 1‑10).
• Cost per Occupied Room (CPOR) – Total operating costs ÷ occupied rooms.
• Net Promoter Score (NPS) – Likelihood guests would recommend you.
• Online Reputation Index – Weighted average of reviews across OTA platforms.

How to Build an Excel KPI Dashboard in 5 Simple Steps

1. Gather Raw Data – Export nightly room‑by‑room data, revenue reports, and guest surveys from your PMS or OTA portal.
2. Create a Central Data Table – Use an Excel Table (Ctrl+T) so new rows are automatically included in formulas.
3. Calculate Metrics with Dynamic Formulas
   • Occupancy = =SUM(Rooms_Sold)/SUM(Rooms_Available)
   • ADR = =SUM(Room_Revenue)/SUM(Rooms_Sold)
   • RevPAR = =Occupancy*ADR
4. Design Visual Elements – Insert PivotCharts, slicers, and conditional formatting to highlight trends.
5. Refresh Automatically – Link the data table to a Power Query that pulls the latest CSV export each morning.

For a ready‑made template, download the free Financial Dashboard Excel and adapt the chart types to accommodation metrics.

Industry‑Specific KPI Examples

Luxury Boutique Hotel

• Average Guest Spend per Stay (room + F&B + spa)
• Repeat Guest Ratio
• Upsell Conversion Rate (room upgrades, packages)

Short‑Stay Vacation Rental

• Turnover Time (checkout to ready for next guest)
• Cleaning Cost per Stay
• Platform Commission Ratio

Serviced Apartment

• Monthly Lease Occupancy
• Utility Cost per Occupied Unit
• Corporate Contract Retention Rate

Quick‑Start Excel Toolkit

Use the table below as a one‑page checklist when setting up your dashboard. Tick each item as you complete it.

Automate Reporting and Save Time

Once the dashboard is live, you can automate weekly email snapshots using Automated Excel Reporting. A simple macro can export the current view as a PDF and attach it to Outlook.

Next Steps – Move From Manual to Insight‑Driven Management

Now that you have the structure, start populating the sheet with real data and watch the visual trends emerge. The dashboard will surface hidden opportunities—like under‑performing room types or seasonal pricing gaps—so you can act faster.

Ready to accelerate your accommodation analytics? Grab the Financial Dashboard Excel template, adapt it to the KPI list above, and turn raw numbers into strategic decisions.