Airbnb Welcome Basket Checklist & Planner Spreadsheet – Items by Guest Type, Basket Cost, Suppliers, Par Stock, Budget vs Actual, No Canva

Welcome Basket Planner is an Excel and Google Sheets workbook that plans the welcome basket you leave for your guests: what goes in it for each type of guest, what it costs, who you buy it from, what to reorder and how your spending compares with your budget. Pick a guest type and the basket list builds itself with the cost per basket and the cost per night.

No Canva needed. This is a planning spreadsheet, not a set of printable tags or labels: it works behind the basket, so you stop overbuying and never run out of the things guests use. It is a plain spreadsheet with no macros and no add-ons. Yellow cells are for typing, gray cells hold the formulas. It works in Excel, Google Sheets and Numbers.

What is inside (7 sheets)

• Basket Builder - a yellow guest type dropdown (Families, Couples, Business, Pet owners, Long stay, Standard) that pulls the item list for that type with quantity, unit cost, line cost and supplier, plus cost per basket, cost per night, cost against a target and the cost of the baskets you are packing.
• Items by Guest Type - a matrix of 32 sample items with category, unit cost, supplier and the quantity per basket for each of the six guest types. Every line cost is quantity x unit cost and the column totals are the basket cost per guest type, with a target and an under-or-over check.
• Supplier List - ten sample suppliers with what they supply, order method, lead days, minimum order, last order total and notes. It counts the basket items each supplier covers and checks your Par Stock order against their minimum.
• Par Stock - on hand, reorder level and par level for 20 items. Reorder quantity is MAX(0, par - on hand), the reorder cost is calculated and the status reads Order now or OK.
• Seasonal Swaps - 16 sample swaps across four seasons with the cost change per basket and the Standard basket cost with each season's swaps.
• Budget vs Actual - 12 months of baskets given, budget per basket, budget total, actual spend, variance, status and a column chart, with month names built from one start-month cell.
• Read Me - how to set up the workbook, every formula in plain words and tips for Google Sheets.

Sample data is included (made-up items, suppliers and 12 months of baskets), so every number and chart shows a real result from the first click. Replace it with your own in about 30 minutes.

Files you receive

• Welcome-Basket-Planner.xlsx - editable workbook
• Welcome-Basket-Planner.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. On Items by Guest Type, replace the sample items, costs and quantities with yours.
4. Pick a guest type on the Basket Builder, then keep Par Stock and Budget vs Actual up to date.

FAQ

Do I need Canva? No. This is a spreadsheet, not a design file. It does not contain gift tags or labels.

Can I add my own guest types? The six guest types are built in. You can rename them in the column headings of Items by Guest Type and the dropdown on the Basket Builder.

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

Are the prices real? No. They are examples so you can see the sheet working. Type your own prices.

License: personal and single-business use. Please do not resell or redistribute the files. Template only, not legal, tax or financial advice; have a local professional review your numbers. Airbnb, VRBO and Booking.com are trademarks of their respective owners; this product is not affiliated with or endorsed by them.