Free Airbnb Extra Guest Fee Calculator – Extra Guest Charge per Night Spreadsheet for Vacation Rentals, Excel & Sheets, No Canva
Free Airbnb Extra Guest Fee Calculator – Extra Guest Charge per Night Spreadsheet for Vacation Rentals, Excel & Sheets, No Canva
Price extra guests with confidence using this free extra guest fee calculator for vacation rentals. Type your base nightly rate, how many guests are included, the fee per extra guest per night and your maximum guests. Then add a booking and the sheet works out the room total, the extra guest fees and the booking total.
An extra guest fee protects you from extra wear, more cleaning and bigger utility bills when a larger party stays. It only works if the numbers are clear: how many guests are extra, how many nights, and what the stay costs for four, five or six people. This one-tab sheet shows both views: a booking calculator with ten rows and a price-by-party-size table you can use when a guest asks what a stay would cost. It comes pre-filled with sample rates and eight sample bookings so you can see how every number is worked out before you replace them with your own.
What you get
- 1 tab with your fee settings: base nightly rate, guests included, extra guest fee and maximum guests
- A 10-row booking calculator: nights and guests in, extra guests, room total, extra guest fees and booking total out
- A price-by-party-size table for 1 to 8 guests and any number of nights
- Totals and the extra guest fees earned across your bookings, all by formula
- Bookings above your maximum guests turn red
- Light yellow input cells, gray formula cells and print setup for Letter and A4, one page
Files in the download
- Free-Extra-Guest-Fee-Calculator.xlsx (editable, US Letter print setup)
- Free-Extra-Guest-Fee-Calculator.pdf (print-ready, Letter)
- Free-Extra-Guest-Fee-Calculator-A4.pdf (print-ready, A4)
- START-HERE-How-to-Edit.pdf
How to edit it (no Canva needed)
- Download the ZIP and unzip it.
- Open the editable file in Excel, Google Sheets (free) or Numbers. No Canva account and no subscription are needed.
- Type into the light yellow input cells. The gray formula cells update by themselves.
- Replace the sample rates with your own, then add each booking or use the party size table to answer price questions.
The START-HERE guide in the ZIP walks you through each app step by step and explains how to print at the right size.
Planning tool only. Check the extra guest fee rules of your booking site or your own direct booking terms.
Want the full version?
This free template is a sample of the Extra Fees Calculator Spreadsheet. The full calculator is a complete fee schedule: pet fee, extra guest fee, early check-in, late checkout and damage waiver, added up into one total per booking. The free sheet covers the extra guest fee only. Running several listings or want everything at once? The Host Mega Bundle includes every paid Welcome Desk Co. template in one download.
FAQ
Is it really free? Yes. Add it to your cart, complete the free checkout and download the ZIP.
Do I need Canva? No. The file opens in Excel, Google Sheets (free) or Numbers.
Can I change the wording, colors and fonts? Yes. Every word is real, editable text, and you can change colors and fonts like in any other document.
How is the extra guest fee worked out? Extra guests are the guests above the number included in your rate. The fee is extra guests times your fee per guest per night times the number of nights.
Does it handle pet fees, early check-in or late checkout? No. The free sheet covers the extra guest fee only. The full calculator adds pet fee, early check-in, late checkout and damage waiver in one fee schedule.
Are the rates real? No. They are sample numbers. Replace them with your own rate and fee.
Is there an A4 version? Yes. The ZIP has a Letter workbook plus Letter and A4 PDFs. To print the workbook on A4, change Paper size to A4 in your print settings; it is already set to fit one page.
License
Free for personal use on your own rental property. You may edit, print and share the finished pages with your guests. Please do not resell or redistribute the template files. Airbnb, VRBO and Booking.com are trademarks of their respective owners; Welcome Desk Co. is not affiliated with Airbnb, VRBO or Booking.com and this template is not endorsed by them.