Common reports and when to use them

Reports are only useful if you actually run them. This article maps which one to run when, with the question each answers.

Daily — operational checks

• Night Audit — end of day. Confirms today's activity is balanced: arrivals/departures match the calendar, payments collected match cash count, no orphan POS orders.
• Housekeeping Report — start of day. The clean/dirty/inspected list head housekeeper uses to plan the team's day.

Weekly — financial pulse

• Payments by Method — week-to-date. Spot anomalies in cash vs card mix, validate that bank deposits match the bank-method totals.
• Order Logs — flag voids, discounts, and refunds at POS. High counts of any of those warrant a conversation with the team.

Monthly — strategic review

• General (Revenue) Report — the big picture. Gross/net revenue, ADR, RevPAR, occupancy, payments collected. Compare against the same month last year.
• Revenue by Category and Revenue by POS Point — where the revenue came from. Bar vs Restaurant vs Spa, beverages vs food, room-charge vs walk-in.
• Accounts Receivable Aging — outstanding invoices by age bucket. Anything in 60+ needs follow-up; 90+ is collection action.
• Fiscal Report — input for VAT filing. Hand to your accountant.
• Expenses Report — cost side of the P&L. Triangulate against bills and bank statement.

Quarterly — planning

• Forecast Report — next 90 days projected occupancy and revenue. Drives staffing and inventory planning.
• Cancelled Reservations Report and Cancellation Rate — patterns matter more than one-offs. Spike in OTA cancellations? Time to review your overbooking buffer.
• Inventory Adjust Report — your shrinkage trend. Persistent variance on the same product means a config issue, not theft.
• Client Nationality Report — the marketing input for which feeder markets to lean into next season.

Annual — big-picture

Run the General Report for the full year and the prior year side by side. Compare ADR, RevPAR, occupancy, total revenue, gross operating profit. Run Revenue by Category for both years to see what's growing and what's shrinking. The Forecast Report extended out twelve months gives you the budgeting starting point.