Who this is for: owners, general managers, and housekeeping staff at hotels, hotel groups, resorts, motels, and B&Bs who track laundry costs, whether in-house or outsourced.
This template tracks laundry cost and vendor billing, not linen stock levels. A separate linen inventory template covers par levels, opening/closing counts, and stock replacement instead.
What's Included in This Template
- A core cost tracker covering laundry type, vendor, and cost per item
- A monthly expense summary rolling up in-house and outsourced costs
- A vendor invoice tracker for outsourced laundry billing
- A damage and replacement log tied to cost, not just quantity
- A performance dashboard with cost-per-room and turnaround KPIs
Key Template Sections
- Hotel Laundry Cost Tracker: cost by item, whether it's vendor or in-house.
- Laundry Expense Summary: the monthly rollup across cost categories.
- Laundry Vendor Invoice Tracker: billing and payment status by vendor.
- Linen Damage & Replacement Log: cost tied to specific damage events.
- Laundry Performance Dashboard: the KPIs that show if costs are under control.
Hotel Laundry Cost Tracker
| Date | Laundry Type | Vendor/In-house | Linen Item | Quantity Sent | Quantity Returned | Missing | Damaged | Cost per Item | Total Laundry Cost | Remarks |
|---|---|---|---|---|---|---|---|---|---|---|
| Guest Laundry | Bed Sheets | |||||||||
| Hotel Linen | Pillowcases | |||||||||
| Hotel Linen | Bath Towels | |||||||||
| Hotel Linen | Hand Towels | |||||||||
| Hotel Linen | Duvet Covers |
Laundry Expense Summary
| Month | Total Loads | Total Items Washed | Outsourced Cost | In-house Cost | Damage Cost | Replacement Cost | Total Laundry Expense |
|---|---|---|---|---|---|---|---|
| January | |||||||
| February | |||||||
| March |
Laundry Vendor Invoice Tracker
| Invoice Date | Vendor | Invoice Number | Billing Period | Invoice Amount | Amount Paid | Payment Date | Status |
|---|---|---|---|---|---|---|---|
Linen Damage & Replacement Log
| Date | Linen Item | Quantity Damaged | Cause | Replacement Cost | Reported By | Action Taken |
|---|---|---|---|---|---|---|
Laundry Performance Dashboard
| KPI | Target | Actual |
|---|---|---|
| Laundry Cost per Occupied Room | ||
| Average Cost per Linen Item | ||
| Linen Loss Rate (%) | ||
| Linen Damage Rate (%) | ||
| On-time Laundry Return Rate (%) | ||
| Average Laundry Turnaround Time | ||
| Total Monthly Laundry Expense |
How Do You Use This Template?
Log cost as it happens, not from memory at the end of the month.
- Log every laundry cycle, whether it's in-house or sent to a vendor.
- Record cost per item, not just total cost, so per-item trends are visible.
- Reconcile vendor invoices against what was actually returned, before paying.
- Track damage cost separately from replacement cost, since they answer different questions.
- Review the performance dashboard monthly, against target, not last month alone.
Tracking Laundry Cost Alongside Other Hotel Costs
Laundry cost rarely gets reviewed alongside other departmental costs. It behaves the same way and deserves the same scrutiny.
roommaster's reporting already flags costs like maintenance eating into profits. Laundry cost per occupied room fits the same pattern. Review it next to RevPAR and GOPPAR, not on its own.
Common Mistakes to Avoid
- Tracking total laundry cost without breaking it down by item or category.
- Paying vendor invoices without reconciling against quantity returned.
- Mixing damage cost and replacement cost into one number.
- Reviewing laundry cost in isolation instead of alongside other departmental costs.
- Skipping the monthly rollup and only checking invoices as they arrive.
Frequently Asked Questions
1. How is this different from a linen inventory template?
This tracks cost and vendor billing. A separate linen inventory template tracks stock levels and par counts.
2. Should in-house and outsourced laundry costs be tracked in the same table?
Yes. The Vendor/In-house column keeps them in one place, so total cost stays accurate either way.
3. What's a good laundry cost per occupied room?
It varies by property type and laundry model. Track your own baseline first, then watch the trend over time.
4. Should damaged and missing items be tracked separately?
Yes. Damaged items usually mean a replacement cost. Missing items may point to a vendor or process problem instead.
5. How often should the performance dashboard be reviewed?
Monthly, alongside other departmental cost reviews, not just when a vendor invoice looks unusually high.
