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Hotel Revenue Pickup Report

There are three versions of the hotel pickup report available. Keep reading to learn more about what a pickup report can do for you, or skip ahead:

Free Excel File to get you started

Updated for 2023. Track and project hotel revenues daily and through the year. 

Updated for 2024. Track revenues for 90 day periods through the year and have more accurate revenue projections.

All reports come as an Excel file with a Getting Started Guide and a Best Practices Guide to get you started.

Support is included with all paid purchases.

90 Day Pickup Report

The Pickup Report is designed to be easy to use and provide the results you are after. Using this Excel sheet, you will be able to track the progress of rooms and revenue for each month on a daily basis, as long as the entry of the data is done in a consistent basis. The data won’t be reliable or useful if you fill it out daily for one week, and then skip a few days the next. Try to stick to a daily routine of entering the numbers in first thing in the morning or make it the last thing you do before leaving the office. 

Unlike the advanced pickup report, the 90 Day Pickup Report is one spreadsheet only.

Summary sheet for Hotel Revenue Pickup Report

In the file, there are various sheets:

Basic summary of rooms, revenue, ADR, RevPAR by month for current year and previous years

Sheet to track monthly progressions through the year and a year in advance (optional)

Sheet per month to track data through the year

Also included:

How to Get the Most Value From the Pickup Report

Quick Start Guide PDF

The Story

When I first started down the path of revenue management when I worked as the Revenue Manager for two hotels, it quickly became obvious to me that I was going to have to learn and master Excel. The reason for this is because revenue managers have to keep track of a lot of data and be able to analyze it quickly and effectively. Having to run the same reports constantly grows tiresome quickly, so you start to throw quick spreadsheets together to keep track of the data you want in a way you can read. These spreadsheets that get thrown together can track all sorts of data depending on the day and the line of work you are in, but one of the most essential reports that a revenue manager will have to build is a pickup report and/or a revenue tracking sheet. Anyone using a decent PMS knows that you can easily get daily revenue reports or monthly reports that break down the numbers daily, so why build one in Excel?

Working with Data

The problem with most reports that you receive from a PMS is that you can’t do anything with the numbers. You can’t figure out quickly a lot of things, like how well Mondays do in comparison to Sunday nights without picking up a calculator and plugging away at it. Building a revenue tracking sheet allows you to easily develop the formulas you need to give you answers to the questions being asked by yourself, members of your team, or the ownership group. Developing a hotel pickup report allows you to prepare answers to other questions more firmly without a lot of guess work, such as:

  • How much revenue has the hotel picked up for the summer months over the past few months?
  • How much revenue is on the books for March, and how does that compare to a year ago at this time?
  • How much revenue did we pickup within the past month or past week?

Pickup reports can be as simple or as complicated as you see fit. At the Xotels website, Patrick Landman suggests having a pickup report that can track how well the various segments (rate tiers, for example) are performing. A more complicated pickup report could be useful for a busy resort, but I tend to keep things simple for my own tastes.

Developing a Hotel Revenue Pickup Report

A pickup report is extremely useful in determining rate strategies and can help calm the fears of the owner who sees $0.00 on the books for a month down the road. With a properly filled out pickup report, you can tell when it’s appropriate to raise the rates slightly (i.e. during the month of April when people book the most rooms for June) or whether you need to target a certain month for some marketing campaigns because booking activity is relatively soft. I have been on the search for a decent pickup report that wasn’t too complicated to work with from Day 1, and still have yet to find something worthwhile to use. I have been slowly developing my own over the course of the year and thought I would share the bare-bones version of it to see if anyone is interested in using it.

Advanced Pickup Report

or

90 Day Report

Advanced Pickup Report

The Pickup Report is designed to be easy to use and provide the results you are after. Using this Excel sheet, you will be able to track the progress of rooms and revenue for each month on a daily basis, as long as the entry of the data is done in a consistent basis. The data won’t be reliable or useful if you fill it out daily for one week, and then skip a few days the next. Try to stick to a daily routine of entering the numbers in first thing in the morning or make it the last thing you do before leaving the office.

The Pickup Report is broken up into two files (JAN-JUN, JUL-DEC) to help keep the size and usability of the file to a better scale. Having all twelve months in one file will lead to slower load times towards the end of the year once all the fields have been filled in and calculated.

In each file, there are various sheets:

A Summary sheet – Monthly Rooms, OCC %, Revenue, ADR, Quarterly Revenues

Monthly Pickup – to track monthly revenues for current and following year

Pickup Sheet – the backend of the file, tracking the daily rooms and revenue growth for a given month

Monthly Revenue Sheets – Cleaned up versions of the Pickup Sheet to show actual daily numbers with summary of pickups.

Also included:

Quick Start Guide PDF

How to Get the Most Value From the Pickup Report

Full Support by email

or

Getting the Basic Pickup Report

Here is what it consists of:

A Summary sheet – Monthly Rooms, OCC %, Revenue, ADR, Quarterly Revenues

Monthly Pickup – to track monthly revenues for current and following year

Pickup Sheet – the backend of the file, tracking the daily rooms and revenue growth for a given month

Monthly Revenue Sheets – Cleaned up versions of the Pickup Sheet to show actual daily numbers with summary of pickups.

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