Reports and spreadsheets

Reports shows how your season is going in plain numbers, with spreadsheets for your accountant. Tap Reports in the menu. Your figures is this page, and Tips and questions opens Insights when it’s switched on.

The season at a glance

At the top, pick Whole season, Summer or this month. You’ll see:

• Booked value: what your confirmed, checked-in and checked-out stays are worth, counted on the nights guests stay, compared with last year. Requests you haven’t confirmed, cancellations and no-shows aren’t included.
• Nights booked, and how full your pitches were on average.
• Average stay, compared with last year.

Below that, Booked value, month by month shows this year in green and last year as a line. Tap a month for its details. Then come How full each type was and Where bookings came from.

Direct bookings

Direct bookings shows how many bookings came to you rather than through another site: your website, booking link and widget, bookings you added and bookings you brought over. It also estimates the commission you didn’t pay. The owner or a manager can tap Change the rates to set what each site really charges you.

The reports

Under Reports, pick a tab and a date range (Today, Last 7 days, Last 30 days, This month, Last month, This year or Custom range, up to two years):

• Income overview: month by month, with average nightly rate and how full you were. Money falls in the month of each night stayed; bookings count in the month the guest arrives. Total is pitch income, extras and your own service fee.
• Bookings: every booking in the range with its price, extras, any discount, your service fee, total and payment status. Filter by Status or Channel. The total at the bottom is for confirmed bookings: cancellations, no-shows and requests you haven’t confirmed are listed separately below it, not in it.
• Payments: money you’ve actually received, such as deposits, balances, seasonal payments and refunds, in the order they happened, including anything a cancelled or no-show guest paid. Each payment is the stay, extras and your own service fee. PootlrHost’s £1 booking fee isn’t included, so when you pass it on to guests, a payment can be £1 less than the booking page shows. A card payment held on a request you haven’t confirmed yet shows as Held, and isn’t in the totals until you confirm and it’s taken.
• Occupancy: nights sold and how full each pitch type was.
• Sources: where bookings came from, and what each brought in. Avg Value is the total divided by the bookings.

Tap Download for Excel to get what you’re looking at as a spreadsheet.

For your accountant

For your accountant has a download of every booking for the current or last UK tax year (6 April to 5 April), and links to more spreadsheets for the latest tax year. There are also files for Xero, QuickBooks and FreeAgent: see Files for Xero, QuickBooks and FreeAgent.

Downloading your bookings list

On Bookings, Download for Excel gives you the bookings you’re looking at, with any search or status filter you’ve chosen. It includes each guest’s contact details, dates, status, total, service fees, club membership numbers and answers to your booking questions. A phone number saved without spaces gets them (07700 900772), so Excel keeps the 0 at the start. A membership number that starts with 0, or is very long, is written so Excel shows every digit too.

Good to know

• Bookings from other sites usually come without a price. They count in nights and occupancy, but not in booked value or averages, and the page tells you how many there are.
• Only the owner and managers can download spreadsheets from Reports. See Team and permissions.
• Reports are always there. Switching off Insights in Settings › Features only hides Tips and questions.