How to Prepare a Daily Business Report (DBR) in a Hotel
🔹 What is a DBR?
A Daily Business Report (DBR) is a summary of the hotel’s daily financial and operational performance. It includes revenue from various departments, room occupancy, average rates, and variances against budgets or targets.
🧱 Structure of a Standard Hotel DBR
The report typically includes:
| Section | Description |
|---|---|
| A | Room Revenue |
| B | F&B Revenue |
| C | Other Income |
| D | Total Revenue Summary |
| E | Occupancy Analysis |
| F | Average Rate & Realisation |
🔧 Step-by-Step Guide with Example Figures (Assumed)
🔹 A. Room Revenue
| Particulars | Budget (₹) | Actual (₹) | Variance (₹) |
|---|---|---|---|
| Room Revenue | 45,000 | 52,000 | +7,000 |
| Allowance | 0 | 0 | 0 |
| Net Revenue | 45,000 | 52,000 | +7,000 |
✅ Tip: Use your PMS (like Opera, IDS, eZee, etc.) to extract daily room revenue. Allowances include free rooms or rebates.
🔹 B. Food & Beverage Revenue
| Outlet | Budget (₹) | Actual (₹) | Variance (₹) |
|---|---|---|---|
| Restaurant | 25,000 | 24,500 | -500 |
| Bar | 10,000 | 12,500 | +2,500 |
| Room Dining | 3,000 | 2,700 | -300 |
| Banquets | 8,000 | 0 | -8,000 |
| Total F&B | 46,000 | 39,700 | -6,300 |
✅ Tip: Coordinate with POS systems and outlets for totals. Banquet figures are usually confirmed by banquet sales or event teams.
🔹 C. Other Income
| Source | Budget (₹) | Actual (₹) | Variance (₹) |
|---|---|---|---|
| Spa | 3,000 | 3,000 | 0 |
| Travel Desk | 500 | 0 | -500 |
| Laundry | 1,000 | 900 | -100 |
| Miscellaneous | 500 | 300 | -200 |
| Total Other | 5,000 | 4,200 | -800 |
✅ Tip: Other income includes spa, gift shop, business center, valet, parking, commissions, etc.
🔹 D. Total Hotel Revenue
| Type | Budget (₹) | Actual (₹) | Variance (₹) |
|---|---|---|---|
| Room Revenue | 45,000 | 52,000 | +7,000 |
| F&B Revenue | 46,000 | 39,700 | -6,300 |
| Other Revenue | 5,000 | 4,200 | -800 |
| Total Revenue | 96,000 | 95,900 | -100 |
✅ Tip: Add A + B + C to calculate D.
🔹 E. Occupancy Performance
| Metric | Budget | Actual | Variance |
|---|---|---|---|
| Available Rooms | 60 | 60 | 0 |
| Occupied Rooms | 30 | 35 | +5 |
| Complimentary Rooms | 1 | 1 | 0 |
| Out-of-Order Rooms | 2 | 2 | 0 |
| Occupancy % | 50% | 58.33% | +8.33% |
✅ Tip:
Occupancy % = (Occupied Rooms ÷ Available Rooms) × 100
🔹 F. Room Rate Analysis
| Metric | Budget (₹) | Actual (₹) | Variance (₹) |
|---|---|---|---|
| Average Room Rate (ARR) | 1,500 | 1,485 | -15 |
| Realisation Per Guest | 1,200 | 1,130 | -70 |
✅ Definitions:
- ARR = Total Room Revenue / No. of Rooms Sold
- Realisation per Guest = Total Room Revenue / No. of Guests
📊 Sample Format (Simplified Excel Table)
Daily Business Report - 4th August
Section A: Room Revenue
----------------------------------------------------
Net Room Revenue: ₹52,000 | Budget: ₹45,000 | Variance: +₹7,000
Section B: Food & Beverage Revenue
----------------------------------------------------
Restaurant: ₹24,500 | Bar: ₹12,500 | Room Dining: ₹2,700 | Banquets: ₹0
Total F&B: ₹39,700 | Budget: ₹46,000 | Variance: -₹6,300
Section C: Other Revenue
----------------------------------------------------
Total Other Revenue: ₹4,200 | Budget: ₹5,000 | Variance: -₹800
Section D: Total Revenue
----------------------------------------------------
Total: ₹95,900 | Budget: ₹96,000 | Variance: -₹100
Section E: Occupancy
----------------------------------------------------
Available Rooms: 60 | Occupied: 35 | OCC%: 58.33% | Budget: 50%
Section F: Average Rate
----------------------------------------------------
ARR: ₹1,485 | Realisation/Guest: ₹1,130
🛠 Tools to Use
- PMS (Opera, eZee, IDS, etc.) – Room, occupancy & ARR data
- POS – F&B revenue
- Excel – For creating daily templates and dashboards
- Accounting Software – To reconcile with accounts daily
📌 Tips for Accuracy & Speed
- Prepare the DBR by 10 AM next morning.
- Cross-check actuals with finance and outlet reports.
- Use consistent formats so team members can compare daily.
- Track variances over time to identify trends.
👉 Download Daily_Business_Report_Template
👉 Download Weekly_Monthly_DBR_Template
👉 Download Monthly_Summary_DBR_with_Charts.xlsx
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