Airbnb and Short Term Rental Bookkeeping Spreadsheet, Excel & Google Sheets | STR Host Payout Tracker, Cleaning Fees, Occupancy, Schedule E

Every stay paid out, every dollar on its line.

A payout lands and it is not the number the guest paid. The platform took its cut, the cleaner took hers, and by the time three apps have paid you on three different days you cannot say which stay was short. Then April arrives and the cleaning receipts, the platform fee, the hot tub and your own ski week are all in the same shoebox. This file logs every stay, works out the fee and the payout before the money moves, flags the stay that came up short, and files every receipt on the Schedule E line it belongs to as you go.

THREE THINGS TO KNOW BEFORE YOU BUY

I only have one listing. One property is one row. The file holds six properties and five platforms if you grow, and the Schedule E page prints one column per property, three per page, the way the form reads.

Airbnb already gives me a CSV. It gives you the gross. This nets it: the host fee from your own rate, the cleaner and the turnover supplies per stay, and the receipts that never appear in any app. Type the payout when it lands and the file tells you whether it was all there.

Will my CPA use it? It reads like the form. Schedule E, Form 1040, Part I, lines 3 to 26 per property, with fair rental days and personal use days counted from your own stays and your own owner-use rows, and the totals block, 23a to 26.

WHAT IS INSIDE (10 TABS)

• Start Here, three steps and you are logging stays
• Setup, your properties and platforms once: purchase price split into land and building, placed-in-service date, the recovery life, the cleaning fee you charge, what the cleaner and the turnover supplies cost, and each platform's host fee, whether it applies to the cleaning fee, the fixed fee and the payout lag
• Bookings, one row per stay: nights, the nightly rate, the cleaning fee, the platform fee worked out from Setup, the expected payout, the payout you received, and a check that reads OK, Pending, SHORT or OVER with the dollars
• Payouts, expected against received per platform and per month, the difference, what is still pending, and a 1099-K test per platform against the federal thresholds
• Expenses, one row per receipt on the Schedule E line it belongs to, with a mileage log at the IRS standard rate, 72.5 cents through June 2026 and 76 cents from July, both editable. Platform fees, the cleaner and turnover supplies are never typed here; they come off the stays
• Occupancy, nights booked, owner nights, occupancy, average daily rate and revenue per available night, per property per month
• Schedule E, Part I, lines 3 to 26, one column per property and a total column, plus a panel that reads your average stay and tells you when the return is a Schedule C question instead
• Depreciation, straight line, mid-month, with the life per property: 27.5 years for residential rental property, 39 years for a short-term rental used on a transient basis, plus improvements you add
• Dashboard, this month's stays and this year's Schedule E on one screen, with the sentence that names the stay that came up short and by how much
• Year View, twelve rows: stays, nights, gross, fees, payouts, turnover, expenses, net cash and miles, with two charts

The worked sample inside is two Colorado short-term rentals, a cabin and a city loft, January to August 2026: 97 stays and 291 nights, $66,205.00 of gross bookings on line 3, $8,673.26 of platform fees on line 8, 60.6 percent occupancy, an average daily rate of $185.76, $47,165.74 net after the platform's fee and the turnover, one payout $50.00 short and flagged, three still pending, and a $7,400 hot tub filed as an improvement instead of a repair. Clear the sample rows and the formulas stay.

THE LINE MOST HOSTS NEVER WORK OUT

The guest pays a $150.00 cleaning fee, the platform keeps 15.5 percent of it, $23.25, the cleaner is $110.00 and the supplies are $18.00, so the cleaning fee clears minus $1.25. It is on Setup, per property, as a number you can fix.

WHO IT IS FOR

Airbnb and Vrbo hosts with one to six listings who do their own books, co-hosts who report their own income, and anyone who has tried to reconcile a year of payouts from three CSV exports in April.

WHAT YOU GET

The workbook in four color editions, Colorful, Light, Dark and Editorial, plus a bundle zip, instant download, and a full narrated video walkthrough on YouTube. Free updates.

HOW IT WORKS

Open in Excel, or upload to Google Sheets, or open in Numbers. Fill in Setup with your properties and platforms. Log each stay and type the payout when it lands. File each receipt on its line. Read the Dashboard on payout day and the Schedule E page in April.

WATCH THE TUTORIAL (every tab, narrated, 7 minutes): https://youtu.be/6vyWKhAFkK4

Digital product, so all sales are final; message me if anything is unclear and I will help.

A record-keeping tool that organizes your stays, payouts and receipts by Schedule E line from what you enter; not tax, legal or accounting advice. Platform fee rates are the published US rates in August 2026 and are yours to update. Lodging and occupancy taxes, the 14-day rule, the passive-activity rules, the average-stay tests that decide Schedule E against Schedule C, and the recovery life for your property are your preparer's call.