Which weekly PMS reports should an Irish hotel use to track occupancy, ADR, RevPAR and net room revenue?
A busy weekend can hide weak midweek trading or expensive bookings. A consistent weekly review shows whether the rooms you sell generate enough revenue after tax and distribution costs.
Use five report views from your property management system (PMS): occupancy and inventory, daily room revenue, booking channels, payments and deposits, and budget versus actual. Track occupancy, average daily rate (ADR), revenue per available room (RevPAR) and room revenue after distribution costs. Use the same completed stay week and revenue excluding value-added tax (VAT) throughout. Add external cost records where the PMS does not contain them.
Which reports belong in the weekly pack?
For hotel KPI reporting in Ireland, define each key performance indicator (KPI) once. Review Monday–Sunday stay dates after Sunday’s postings are complete. Save the filters, extraction time in Europe/Dublin and any later corrections. Use these five views; report names vary by system:
- Occupancy and inventory: daily room-nights available and sold, room types, complimentary stays and rooms out of order. One room for three nights equals three room-nights, regardless of guest count.
- Daily room revenue: room charges, adjustments and VAT by stay date. Allocate breakfast and other package elements separately from accommodation.
- Booking channels and costs: room-nights and room revenue by source, plus online travel agency (OTA) commissions and attributable payment or booking fees. Match costs to the stays that generated them.
- Management, payments and deposits: reconcile balances and cash movements without treating receipts as earned revenue.
- Budget versus actual: compare the completed week with its plan. Keep future on-the-books occupancy and booking pickup in a separate forward-looking view.
A worked weekly dashboard for one hotel
Hypothetical example: a VAT-registered Galway hotel has 40 rooms available for seven nights and sells 210 room-nights. There are no closures, complimentary stays, refunds or no-shows. Accommodation charges total €28,602 including VAT; breakfast and other extras are excluded. These are illustrative figures, not customer results or market rates.
| Metric and definition | Weekly calculation | Check or action |
|---|---|---|
| Available room-nights | 40 rooms × 7 nights = 280. | Reconcile daily inventory; record any exclusions. |
| Occupancy: sold ÷ available | 210 ÷ 280 × 100 = 75%. | If plan was 80%, investigate the 5 percentage-point shortfall by weekday. |
| Room revenue before distribution costs | Including VAT: €28,602. Excluding VAT: €28,602 ÷ 1.135 = €25,200. VAT: €3,402. | Reconcile €25,200 + €3,402 = €28,602. Keep the two revenue bases labelled. |
| ADR: VAT-exclusive room revenue ÷ sold room-nights | €25,200 ÷ 210 = €120. | If plan was €125, inspect discounts and room-type mix before changing prices. |
| RevPAR: VAT-exclusive room revenue ÷ available room-nights | €25,200 ÷ 280 = €90; also €120 × 75% = €90. | Against an illustrative €100 plan, the gap is €10 or 10%. Review rate and occupancy together. |
| Distribution costs attributed to this week | €1,680 OTA commission + €420 payment and booking fees = €2,100. | Use actual contracts and statements; accrue missing invoices and avoid duplicate fees. |
| Net room revenue after distribution costs | €25,200 − €2,100 = €23,100. | Investigate a rising cost share: €2,100 ÷ €25,200 = 8.33%. |
| Net RevPAR on the same inventory basis | €23,100 ÷ 280 = €82.50. | If RevPAR rises but net RevPAR falls, inspect channel mix and fee changes. |
The €2,100 costs are assumed to exclude recoverable VAT and include any irrecoverable VAT; confirm this treatment with your accountant. No other distribution costs arise in this example.
This example uses 13.5% accommodation VAT: Revenue applies the reduced rate to guest accommodation, currently 13.5%. Use the applicable transaction rate and recorded VAT amounts; do not apply one rate to an entire mixed package.
Define “net room revenue” explicitly: here it means room revenue excluding VAT, less the stated distribution costs. The €23,100 still has to cover wages, cleaning, utilities, software and other overheads. It is neither profit nor the amount paid into the bank.
Checks before changing rates
Reconcile daily room charges and VAT to the revenue ledger. Compare payments, deposits and outstanding balances separately: a deposit for a future stay is not this week’s earned room revenue. Check whether an OTA export already deducts commission before subtracting it again.
- Keep inventory definitions fixed. If you exclude unavailable rooms for internal reporting, label the adjusted measure. External benchmarking may use a different denominator; follow its reporting rules.
- Break deviations down by weekday, room type and channel. A Galway festival weekend can distort a comparison with an ordinary week.
- Assign an owner and deadline to each action. For example, the revenue manager checks discounted midweek bookings by Tuesday; finance replaces estimated commission with the invoice when received.
Use RoomRaccoon to assemble the review
RoomRaccoon’s property management system describes occupancy, ADR and RevPAR reporting. Its hotel reporting tools cover daily revenue, management, deposits, booking channels and budget comparisons. Confirm which reports and financial upgrades your subscription includes. This worked dashboard is a management template; automatic calculation of its distribution-cost measure is not assumed.
Bring one completed week and your commission records. Ask to check date filters, VAT treatment, exports and any manual cost calculations against this example.
Book a demo for your propertyWeekly hotel reporting questions
Can I average seven daily ADR figures?
Calculate weekly ADR from total room revenue divided by total room-nights sold. An unweighted average gives a quiet night the same influence as a full night. Calculate weekly occupancy and RevPAR from weekly totals too.
How should complimentary stays and no-shows appear?
Show complimentary stays separately from paid room-nights. For external benchmarking, check the scheme’s rules for promotional free nights and no-show revenue; a no-show does not create a sold room-night. Keep operational occupied-room counts distinct from the commercial occupancy measure.
What if no rooms are sold?
Show ADR as not applicable, rather than dividing by zero. With available rooms but no room sales or room revenue, occupancy and RevPAR are zero. If available room-nights are also zero, occupancy and RevPAR are not applicable.
Sources and checks
Sources checked on 13 November 2026. KPI terminology, reporting scope and Irish accommodation VAT checked; all hotel figures and action triggers are hypothetical.
