How to Build an Automated Airbnb Dashboard for Occupancy, Revenue & Profit

The simplest automated Airbnb dashboard is a Google Sheet that collects your reservations, payouts and expenses, with a free Looker Studio report on top that shows occupancy, average daily rate (ADR), revenue per available night (RevPAR) and net profit by month and by property. You get the data in through your property management system's reservation export or a Zapier workflow, Airbnb's earnings CSV, and an expense log, and you let Looker Studio refresh from the Sheet. This guide walks through it step by step, with formulas. It is based on vendor documentation as of October 2026, and we have not hands-on tested every step, so build a small version first and check that your numbers reconcile with your bank.

Decide what the dashboard must answer

A dashboard that tries to show everything shows nothing. Start with six questions:

1. How full was I last month and this year to date (occupancy)?
2. What did I charge per night on average (ADR)?
3. What did each available night earn (RevPAR)?
4. How far ahead are my bookings (pace and booking window)?
5. What did I keep after costs (net profit per property and per night)?
6. Where did bookings come from (Airbnb, Vrbo, Booking.com, direct)?

Define the metrics once

Different tools calculate these differently, which is why numbers rarely match between your PMS, Airbnb and a market-data tool.

Write the definitions on a "Notes" tab so you remember them in six months.

Choose your tools

Our recommended default is Sheets plus Looker Studio. It costs nothing, the connector is first-party, and you can export the Sheet if you ever change tools.

Step 1: Get your data out

You have three sources, and each has a different way out.

Reservations from your property management system or channel manager

Hostaway's support center says you can download a complete reservation list as a CSV from Reservations > Download Report, which opens in Excel or Google Sheets. Zapier lists templates that add rows to Google Sheets when Hostaway reservations are created or updated, and a similar one for Hospitable. If you use another system (see the best Airbnb property management software), look for a reservation report or a Zapier or Make trigger. We did not verify the export options of every platform.

Airbnb earnings

Airbnb's help center describes running a report from the earnings dashboard: choose the paid or upcoming tab, filter by listing and dates, select "Get report," choose the data fields and create a CSV. Fields include earnings, host service fees, cleaning fees, gross earnings and taxes withheld. Airbnb notes the totals do not adjust for changes made after check-in, and occupancy taxes it remits are excluded from gross reportable amounts. Treat this as payout data for reconciling, not as a clean revenue ledger.

Expenses

Log expenses in a tab with date, property, category, vendor, amount and a receipt link. If you already use accounting software, export a monthly profit-and-loss by property rather than re-entering data. See Best Airbnb accounting software.

Step 2: Build the Google Sheet

Create one spreadsheet with these tabs:

• Reservations (raw): one row per reservation: reservation ID, property, channel, booking date, check-in, check-out, nights, accommodation revenue, cleaning fee, platform fee, status.
• Payouts (raw): Airbnb earnings CSV pasted or imported monthly.
• Expenses (raw): your log.
• Calendar (helper): one row per property per date, with a status column ("available" or "blocked").
• Nights (helper): one row per sold night, as described below.
• Monthly (calculated): one row per property per month.
• Notes: metric definitions.

Keep raw tabs raw and put every calculation on the Monthly tab, so you can trace any figure.

Core formulas

On the Monthly tab, with the month start in column A and the property in column B:

Nights available   =COUNTIFS(Calendar!A:A,">="&A2, Calendar!A:A,"<"&EDATE(A2,1), Calendar!B:B,B2, Calendar!C:C,"available")
Nights sold        =COUNTIFS(Nights!A:A,">="&A2, Nights!A:A,"<"&EDATE(A2,1), Nights!B:B,B2)
Accommodation rev  =SUMIFS(Nights!C:C, Nights!A:A,">="&A2, Nights!A:A,"<"&EDATE(A2,1), Nights!B:B,B2)
Occupancy          =IFERROR(NightsSold/NightsAvailable,0)
ADR                =IFERROR(AccommodationRevenue/NightsSold,0)
RevPAR             =IFERROR(AccommodationRevenue/NightsAvailable,0)

The formulas assume a "Nights" tab, because a stay can span two months. Explode each reservation into one row per night, with columns for the night's date (A), property (B) and nightly accommodation revenue (C, the reservation's revenue divided by its nights). Then occupancy, ADR and RevPAR become plain COUNTIFS and SUMIFS. You can build the Nights tab with a spreadsheet formula such as SEQUENCE, or with a short Apps Script or automation step. Build it for one property first.

Net profit by month is revenue minus the expenses summed by month and property:

Net profit =AccommodationRevenue - SUMIFS(Expenses!E:E, Expenses!A:A,">="&A2, Expenses!A:A,"<"&EDATE(A2,1), Expenses!B:B,B2)

Put your own platform fees and cleaning fees in, depending on how you treat them as revenue or expense. Check that your monthly totals match your bank deposits within a small tolerance.

Step 3: Automate the data feed

• If you have a Zapier-supported PMS: create a Zap with the "new reservation" trigger and a "create spreadsheet row" action. Zapier lists published templates for Hostaway and Hospitable; use them as a starting point and test with one reservation. Add a second Zap for "updated reservation" so cancellations and changes update the same row (use a lookup on the reservation ID).
• If you do not: paste a CSV export weekly or monthly. It takes five minutes and avoids the cost of an automation tool.
• For payouts: Airbnb's report is a manual download. Schedule a monthly reminder.
• For expenses: a mobile form (Google Forms writing to the Expenses tab) makes logging a receipt a ten-second job.

For more automation patterns, see 15 workflows with Zapier and Make.

Step 4: Build the Looker Studio report

1. In Looker Studio, create a new report and add the Google Sheets connector. Select your spreadsheet and the Monthly tab, as described in Google's connector documentation.
2. Add scorecards at the top: occupancy, ADR, RevPAR, revenue and net profit for the selected period.
3. Add a time series of revenue and occupancy by month, a bar chart of net profit by property, and a table of upcoming reservations if you connect the Reservations tab.
4. Add filters: date range, property and channel.
5. Set data freshness. For the Google Sheets connector, Google's documentation lists refresh options of every 15 minutes, 1 hour, 4 hours or 12 hours. If you blend data sources, the blended source's freshness is the shortest of the included sources.
6. Share the report with a link or with specific people. Remember that a viewer sees your revenue figures, so be deliberate about who gets access.

Looker Studio is free to build and view, and a Pro tier adds team features. A third-party source lists Pro at $9 per user per project per month; confirm on Google's pricing page if you need it.

Chart choices that work

• Use a line for monthly trend (occupancy and revenue).
• Use a bar for comparing properties.
• Use scorecards with the previous period as comparison.
• Avoid pie charts for more than three channels.
• Keep colors consistent: one color per property across every chart.

The Airtable alternative

If you prefer a database to a spreadsheet, Airtable's tables can link properties, reservations, expenses and cleanings, and its forms are good for logging expenses from a phone. Its support documentation lists a free plan with 1,000 records per base and 1,000 API calls per workspace per month; Team at $24 a month per collaborator ($20 annually) with 50,000 records per base; and Business at $54 ($45 annually), which requires a private email domain. A single host's reservations will fit within the free record cap for a while, but a busy multi-listing portfolio can hit it, and Airtable lists that you cannot add records once limits are exceeded. We did not evaluate Airtable's built-in charting against Looker Studio; if you prefer Looker Studio's display, check which connector you would use to read from Airtable before committing.

Step 5: Add a market benchmark

A dashboard tells you what happened, not whether it was good. To judge your occupancy and ADR, compare them with the market. AirDNA lists a Free plan and paid Research plans for market data (see AirDNA vs Mashvisor for accuracy limits). Put the market figure for your comp set on a tab and add a "versus market" line to the report. Treat it as a rough yardstick, not a target.

A weekly and monthly routine

• Weekly (10 minutes): check next 30 and 90 days' occupancy against last year; check for gaps worth filling; see automated Airbnb pricing.
• Monthly (30 minutes): import payouts, reconcile to the bank, review profit by property, note anything unusual.
• Quarterly: review the cost per stay, cleaning cost trend, and review scores.

What still needs a human

• Setting metric definitions and sticking to them.
• Reconciling the dashboard to your bank and Airbnb payouts.
• Interpreting the numbers: a low month may be seasonal, a price issue, or photos.
• Tax treatment and classification (see our accounting guide; not tax advice).
• Protecting access to a report that contains financial data.

Common mistakes

• Mixing definitions: occupancy including blocked nights in one place and excluding them in another.
• Counting taxes and cleaning fees in ADR in some rows but not others.
• Overwriting raw data with calculations, so errors cannot be traced.
• Trusting automated imports without spot checks against Airbnb and your bank.
• Building a dashboard with fifteen charts nobody reads.
• Sharing a public link to a report containing revenue.
• Not handling cancellations and modified bookings in the automation.

Bottom line

Start with Google Sheets and Looker Studio, build one property end to end, reconcile it to your bank, then add automation and more properties. Move to Airtable only if you want forms and relational data, and add a market benchmark once your own numbers are trustworthy. For the wider system, see the hands-off Airbnb tech stack and how to automate your Airbnb business.