Airbnb Utility Tracker Spreadsheet – Utility & Subscription Costs, Cost per Booked Night, 12-Month Trend, Renewals, Excel & Sheets, No Canva

Utility & Subscription Cost Tracker is an Excel and Google Sheets workbook that shows what your vacation rental really costs to keep running. Type each month's electric, water, gas, internet, streaming, trash, lawn and pest bills once, and it works out your 12-month total, budget versus actual, the cost per booked night and which renewals need a decision next.

No Canva needed. This is a plain spreadsheet with no macros and no add-ons. Yellow cells are for typing and gray cells hold the formulas. It works in Excel, Google Sheets and Numbers.

Template only; not financial or tax advice. All sample figures are made up.

What is inside (7 sheets)

• Settings - your property name, the first month of your 12 months, and up to 16 accounts: service dropdown (electric, water, gas or propane, internet, streaming, trash, lawn, pest, pool service, security monitoring, phone or SIM, software, other), provider, plan, billing cycle, monthly budget, auto-pay, renewal date, lead days, account reference placeholder and cancel notice days.
• Monthly Entries - amounts paid for each service in each of the 12 months, a booked nights row and an occupancy percent row, with row totals, averages, each service's highest month and its name.
• Analysis - per service: 12-month total, average, budget, variance in dollars and percent, an Over budget flag and share of spend; the cost per booked night by month and by service; a note on what a one-night price bump covers; a 12-month trend line against budget and a cost share chart.
• Renewals - renewal date, notify-by date, days until renewal, a status of Act now, OK or Renewed?, the cancel-notice deadline, an action dropdown (keep, renegotiate, cancel, switch), notes and a next-5-renewals list.
• Subscriptions - an audit table for streaming, software and monitoring plans: monthly cost, used by guests, last reviewed, keep or not, annual cost and the yearly savings, plus six trimming tips.
• Dashboard - total for 12 months, monthly average, cost per booked night, highest-cost service, renewals due within 30 days and potential subscription savings, with a trend chart and a budget versus actual chart.
• Read Me - how to use the workbook, how the flags work and a Google Sheets note.

Complete sample data is included, so every flag, total and chart shows real numbers from the first click: 11 accounts, 12 months of bills, booked nights and 8 audited subscriptions. Replace the sample rows with your own. This workbook tracks utilities and subscriptions and their cost per night; it is not a full income and expense ledger.

Who it is for

Hosts and small property managers who want to know what utilities and subscriptions cost per booked night, catch seasonal swings and never miss a renewal or cancel-notice date.

Files you receive

• Utility-Subscription-Cost-Tracker.xlsx - editable workbook
• Utility-Subscription-Cost-Tracker.pdf - printable overview of every sheet
• START-HERE-How-to-Edit.pdf - editing guide for Excel, Google Sheets and Numbers

How it works

1. Download the ZIP after checkout.
2. Open the .xlsx in Excel, or upload it to Google Drive and open it with Google Sheets.
3. List your accounts and budgets on Settings.
4. Type each month's bills and booked nights on Monthly Entries; the analysis, renewals and dashboard update.

FAQ

Do I need Canva? No, this is an Excel file.

How is the cost per booked night calculated? Total utilities and subscriptions for the period divided by the booked nights you type in. Months with no nights stay blank rather than showing an error.

Can I track quarterly or annual bills? Yes. Type the full bill in the month you paid it and leave the other months empty.

Do the renewal dates update by themselves? Yes. Status, days left and the cancel-notice deadline use today's date.

Does it work in Google Sheets? Yes. Upload the file and open it with Google Sheets. The formulas avoid add-in and dynamic-array functions.

License: personal and single-business use. Please do not resell or redistribute the files. Airbnb, VRBO and Booking.com are trademarks of their respective owners; this product is not affiliated with or endorsed by them.