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Guide ยท Hospitality software

Building customer reporting for hospitality software

Which reports rental managers, owners, and hotel operators expect from the software that runs their properties, who reads them, and a sensible order to build them in.

What managers and owners expect

Property management systems, channel managers, and owner portals hold the data managers need: units, calendars, reservations, fees, payouts, and owner ledgers. Customers tend to expect a small set of reports built from it:

  • Owner statement: reservations, gross, each deduction, expenses, and net payout, by home and month.
  • Performance by home: occupancy, ADR, and RevPAR, on a stated definition.
  • Pace report: revenue and nights on the books vs the same point last year.
  • Channel report: GBV, channel cost, and direct share.
  • Operations report: turnovers, cleaning cost, and review scores by home.

Who reads them

Role What they need
Owner / investor A statement they can follow from gross to net, and how their home is performing.
Hotel owner RevPAR, pace, and direct share for the property.
Owner relations The same view the owner sees, plus an at-risk list.
Revenue manager Weekly pace, ADR, and occupancy by market and home.
Operations Turnovers, cleaning cost, inspections, and reviews.
Finance / trust accounting Statements, payouts matched to deposits, and owner balances.

A sensible order to build them

  1. Occupancy, ADR, and RevPAR first, with block types stored so the occupancy version is explicit.
  2. The owner statement and net owner revenue next. Model management agreement terms as data, not one global rate.
  3. Statement accuracy and payout matching. Version statements and ingest bank deposits.
  4. Pace, lead time, and cancellations. These need created and cancelled dates kept, not overwritten.
  5. Channel cost, cleaning cost, reviews, retention, and projection accuracy as the supporting data arrives.

Settings customers will ask for

  • Occupancy version (adjusted paid, paid, calendar).
  • Revenue date basis (stay, booking, cash).
  • Fees in or out of ADR and RevPAR.
  • Management fee basis per agreement.
  • Per unit or per bedroom.
  • Same-store filter for pace and year-over-year.

Data to check first

  • Are owner stays and maintenance holds stored as different block types?
  • Are rent, guest fees, and taxes separate lines on each reservation?
  • Are cancelled reservations kept with their cancelled date?
  • Are owner statements versioned when corrected?
  • Are management agreement terms stored as data?

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