1Tonight's audit checklist
The business date you are closing and every step of tonight's audit. Tick a step and the time is stamped for you. Change the steps to match your hotel with Edit steps.
Your template is the list every new business date starts from. Moving a step to another group: change its group in the drop-down.
2Cash and card reconciliation
For each cashier or shift, enter what the system says they took (from the PMS cashier report) and what was actually counted or settled. The difference is the over (more than expected) or short (less than expected).
| Cashier or shift | Payment type | Expected (system) | Counted or settled | Over / short | Status | Note |
|---|
By cashier
| Cashier or shift | Expected | Counted | Over / short | Result |
|---|
3Rate and room checks
Paste tonight's in-house list and the housekeeping report (copy the columns from your PMS or Excel), or import a CSV. The tool flags wrong rates, folios over their credit limit, missing approvals and room status mismatches.
Columns: room, guest, rate, rate code, nights, balance, credit limit, payment, approval. Payment: VI, MC, AX, DC (debit), CA (cash) or DB (direct bill). Approval is who approved a comp, discount or direct bill. A header row is optional.
Columns: room, status. Status: OC or OD (occupied clean or dirty), VC, VD or VI (vacant clean, dirty or inspected), OOO (out of order).
Rate and folio exceptions
| Room | Guest | Rate | Code | Nights | Balance | Credit limit | Pay | What to check |
|---|
Room status discrepancies (PMS against housekeeping)
| Room | PMS says | Housekeeping says | Likely cause | What to do |
|---|
4No-shows and late cancellations
Tonight's arrivals who did not come, and bookings cancelled inside the penalty window. Guaranteed means a card, deposit or company account secures the booking, so the policy charge applies; non-guaranteed bookings are simply released.
| Confirmation | Guest | Type | Guarantee | Nightly rate | Charge | Waive | Action / note |
|---|
5Daily manager's report figures
Today's figures from your PMS end-of-day reports. Fill from sections 2 to 4 copies the rooms sold, comps, room revenue, out-of-order rooms, payments and no-shows you already entered above.
Payments received by type $
Guest movement
Handover notes for the morning team
Daily manager's flash report
The one-page summary the general manager reads first thing. Month to date (MTD) and year to date (YTD) add tonight to the closed nights saved in History.
| Measure | Today | Month to date | Year to date |
|---|
6History of closed nights
Each closed night is kept in this browser by business date. Re-open a night to correct it, then close it again to replace the saved copy.
Occupancy and ADR
Last 30 nights. ADR is the average rate paid per room sold.
Cash and card over / short
Total difference per night. Bars above zero are overs, below are shorts.
| Business date | Occupancy | ADR | RevPAR | Room revenue | Total revenue | Over / short | Checklist |
|---|
How it's calculated
Occupancy = rooms sold ÷ rooms available. By default rooms available is every room in the hotel, because the USALI 11th edition (the Uniform System of Accounts for the Lodging Industry) keeps out-of-order rooms in the count. You can switch to counting only rooms that are not out of order. Complimentary rooms are not in paid occupancy; occupancy including comps is shown on its own line.
ADR (average daily rate) = room revenue ÷ rooms sold (paid rooms only, so comps do not drag it down). RevPAR (revenue per available room) = room revenue ÷ rooms available, which also equals occupancy × ADR. TRevPAR = total revenue ÷ rooms available.
Month and year to date add up the closed nights in History in the same month or year, before tonight's date, plus tonight. Ratios are recalculated from the totals (for example MTD ADR = MTD room revenue ÷ MTD rooms sold), not averaged night by night. Year to date only covers nights saved in this browser.
Over / short = counted − expected, per line. Zero is balanced, within the tolerance is amber and anything larger is red. The total over / short for the night is saved to History.
Rate checks: a $0 rate needs a comp code; a rate below the floor is flagged unless it is an approved discount or comp code; comp and discount codes and direct bill (city ledger) folios need an approval name; a balance above the credit limit is flagged red and one at or above the warning percentage is flagged amber. A cash guest with no credit limit is flagged if they owe anything.
Room status: a room is occupied in the PMS if it is on the in-house list. PMS occupied but housekeeping vacant is a possible sleeper (guest left, folio never checked out) or skip (guest left without paying, likely when the balance is above $0). Housekeeping occupied but PMS vacant may be an unregistered guest or a missed check-in. Rooms missing from either list are listed too.
No-show charge = nightly rate × nights charged by policy × (1 + tax %), only for guaranteed bookings that are not waived. Non-guaranteed bookings are released at no charge.
Limits: this tool checks and records; it does not post to your PMS. Figures you type are trusted, so always run the PMS end-of-day reports too. Everything is saved only in this browser (local storage), so use Download backup to keep a copy. To save space, History stores tonight's checklist, reconciliation, no-shows and report figures, but not the full pasted in-house and housekeeping lists.