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Budgeting
Hotel Budget Planning Workbook
Create and organize a hotel operating budget using clearly documented assumptions.
A full budgeting workbook covering occupancy and rate assumptions, monthly phasing, departmental revenue and payroll modeling, expense planning and scenario comparison.
$99
Coming soon
This tool is not available to buy yet. Join the free checklist list and you will hear when it is released.
- Microsoft Excel workbook (.xlsx), PDF quick-start instructions and more
- If a file will not download, arrives damaged, or is materially different from its description, contact support and we will replace it or refund it.
- Minor corrections and improvements to a product you already own are provided free through your original download link.
Rooms available
184
Budget occupancy
74.4%
Budget ADR
$209.00
Budget RevPAR
$155.50
Monthly occupancy phasing
- Jan 58 per cent occupancy
- Feb 61 per cent occupancy
- Mar 69 per cent occupancy
- Apr 74 per cent occupancy
- May 81 per cent occupancy
- Jun 88 per cent occupancy
- Jul 92 per cent occupancy
- Aug 90 per cent occupancy
- Sep 79 per cent occupancy
- Oct 72 per cent occupancy
- Nov 63 per cent occupancy
- Dec 66 per cent occupancy
Illustrative sample data. Harbor View Hotel is a fictional property.
What this is
Budget season usually begins with last year's file, and last year's file usually begins with the file before that. After a few cycles nobody can explain why a particular expense line is what it is, and the assumptions that justified it have been lost.
This workbook keeps the assumptions visible. Occupancy, average daily rate, cost per occupied room, labor percentages and food cost percentages are entered in an assumptions area, and the departmental schedules calculate from them. When the general manager asks why food and beverage payroll rose four percent, the answer is on the sheet rather than in someone's memory.
Monthly phasing is built in, so a seasonal property can spread the year the way it actually trades rather than dividing by twelve. A scenario area lets you hold a base case alongside a higher and lower case, and a budget-versus-actual sheet carries the finished budget forward into the year so the same file is still useful in March.
What is included
- Annual budget summary
- Monthly budget phasing
- Occupancy assumptions
- ADR assumptions
- RevPAR calculations
- Rooms revenue planning
- Food and beverage revenue planning
- Spa revenue planning
- Retail revenue planning
- Payroll modeling
- Department expense planning
- Cost-per-occupied-room calculations
- Labor percentage analysis
- Food-cost percentage analysis
- Scenario comparison
- Budget-versus-actual tracking
- Management summary dashboard
- Completed fictional example
- Quick-start instructions
Why it helps
- Every departmental number traces back to a stated assumption you can point at in a meeting.
- Monthly phasing that respects seasonality instead of dividing the year into twelve equal parts.
- A base, higher and lower case held side by side for the ownership conversation.
- A budget-versus-actual sheet so the workbook stays useful after the budget is approved.
- A completed fictional example showing how a finished budget looks.
Problems it helps with
- Starting the budget from a copy of a file nobody can explain.
- Assumptions that live in conversations rather than on the sheet.
- Flat monthly phasing at a property with a genuine season.
- Rebuilding a separate tracking file once the budget is approved.
Who it is for
- Directors of finance leading budget season
- Controllers preparing departmental budget packs
- General managers reviewing departmental submissions
- Independent hotel owners preparing an operating budget
- Hospitality accounting students learning budget structure
How you use it
- Enter property details, room count and the budget year on the setup sheet.
- Fill in the occupancy, rate and cost assumptions, then phase them across the twelve months.
- Work through the departmental revenue, payroll and expense schedules.
- Compare your scenarios, review the management summary, and use the budget-versus-actual sheet through the year.
Files, compatibility and requirements
| File formats | Microsoft Excel workbook (.xlsx); PDF quick-start instructions; PDF completed fictional example; ZIP package containing all files |
|---|---|
| Compatibility | Designed for recent desktop versions of Microsoft Excel. The workbook does not attempt to match any particular operator's chart of accounts or reporting standard. Review every formula, assumption and output before using it for a real budget. |
| You will need | Microsoft Excel on a desktop computer; Historical occupancy, rate and expense information for your property; Departmental input for payroll and expense assumptions |
| Delivery | Digital download by email from Payhip, usually within a few minutes of payment. |
| Version | 1.0, last updated 1 July 2026 |
License
Single-property license. Use by you and your colleagues at one hotel property.
You may edit the files, use them inside your organization and keep backup copies. You may not resell, redistribute, publish or upload them anywhere others could obtain them. Read the full license.
Refunds and support
If a file will not download, arrives damaged, or is materially different from its description, contact support and we will replace it or refund it. Read the refund policy.
Email support for download problems, file questions and licensing. Email support@hotelfinancetools.com. We aim to respond as promptly as possible.
Important notes
This is an administrative and educational template. It is not accounting, tax, audit, legal or investment advice, and it does not replace your own professional judgment or your company's procedures.
You are responsible for reviewing every formula, assumption, classification and output before using the file operationally. Results differ between properties and between accounting systems, and no financial outcome or compliance position is guaranteed.
Hotel Finance Tools is not affiliated with, endorsed by, or connected to any hotel company, hospitality association, accounting firm or accounting standard-setting body. Read the full disclaimer.
Questions about this tool
How many rooms is the workbook built for?
Room count is an input, not a fixed assumption. The rooms calculations scale from a small independent property upward.
Does it handle more than one outlet in food and beverage?
The food and beverage schedule has space for multiple outlets. The quick-start guide explains how to add another outlet block and extend the summary formulas.
Is the workbook compliant with a specific reporting standard?
No. It follows a widely recognized departmental structure but makes no claim of compliance with any operator's chart of accounts or with any published reporting standard. Check it against your own requirements.
Can I use it for more than one property?
The standard license covers a single property. Multi-property and management-company licensing is available on request.
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