Who this is for: GMs, controllers, and owners at independent hotels, hotel groups, motels, resorts, B&Bs, parks, and hostels who review monthly profit and loss performance.
A hotel P&L shows revenue, expenses, and profit for a set period. This page includes three ready-to-use formats. Options range from a lean summary to a full budget variance breakdown. Every template follows standard hotel P&L categories used across the industry. A completed example shows exactly how the numbers should add up.
What's Included in This Template
- Rooms Revenue
- F&B Revenue
- Other Operated Departments Revenue
- Total Revenue
- Rooms Expense, F&B Expense, and Other Departmental Expense
- Total Departmental Expenses
- Departmental Profit
- Administrative & General, Sales & Marketing, Property Operations & Maintenance, and Utilities
- Total Undistributed Operating Expenses
- Gross Operating Profit (GOP)
- Management Fees
- Fixed Charges (Insurance, Property Tax, Rent)
- Net Operating Income
- Actual, Budget, and Variance columns for monthly tracking
Which P&L Template Do You Need?
| Template | Use For | Key Fields |
|---|---|---|
| Summary P&L | Smaller properties or a quick monthly snapshot | Total Revenue, Departmental Profit, GOP, Net Operating Income |
| Full Departmental P&L | Properties that track revenue and cost by department | Revenue, Departmental Expenses, Undistributed Expenses, GOP, Below GOP items |
| Monthly P&L with Budget Variance | Comparing actual results against the approved budget | Actual, Budget, Variance ($), Variance (%) |
Template 1: Summary P&L
| Field | Details |
|---|---|
| Rooms Revenue | $[Amount] |
| F&B Revenue | $[Amount] |
| Other Operated Departments Revenue | $[Amount] |
| Total Revenue | $[Amount] |
| Total Departmental Expenses | $[Amount] |
| Departmental Profit | $[Amount] |
| Total Undistributed Operating Expenses | $[Amount] |
| Gross Operating Profit (GOP) | $[Amount] |
| Fixed Charges | $[Amount] |
| Net Operating Income | $[Amount] |
Template 2: Full Departmental P&L
| Section | Field | Details |
|---|---|---|
| Revenue | Rooms Revenue | $[Amount] |
| Revenue | F&B Revenue | $[Amount] |
| Revenue | Other Operated Departments Revenue | $[Amount] |
| Revenue | Total Revenue | $[Amount] |
| Departmental Expenses | Rooms Expense | $[Amount] |
| Departmental Expenses | F&B Expense | $[Amount] |
| Departmental Expenses | Other Departmental Expense | $[Amount] |
| Departmental Expenses | Total Departmental Expenses | $[Amount] |
| Departmental Profit | Departmental Profit | $[Amount] |
| Undistributed Operating Expenses | Administrative & General | $[Amount] |
| Undistributed Operating Expenses | Sales & Marketing | $[Amount] |
| Undistributed Operating Expenses | Property Operations & Maintenance | $[Amount] |
| Undistributed Operating Expenses | Utilities | $[Amount] |
| Undistributed Operating Expenses | Total Undistributed Expenses | $[Amount] |
| Gross Operating Profit | Gross Operating Profit (GOP) | $[Amount] |
| Below GOP | Management Fees | $[Amount] |
| Below GOP | Fixed Charges (Insurance, Property Tax, Rent) | $[Amount] |
| Below GOP | Net Operating Income | $[Amount] |
Template 3: Monthly P&L with Budget Variance
| Line Item | Actual | Budget | Variance ($) | Variance (%) |
|---|---|---|---|---|
| Rooms Revenue | $[Amount] | $[Amount] | $[Amount] | [Percent]% |
| F&B Revenue | $[Amount] | $[Amount] | $[Amount] | [Percent]% |
| Total Revenue | $[Amount] | $[Amount] | $[Amount] | [Percent]% |
| Total Departmental Expenses | $[Amount] | $[Amount] | $[Amount] | [Percent]% |
| Gross Operating Profit (GOP) | $[Amount] | $[Amount] | $[Amount] | [Percent]% |
| Net Operating Income | $[Amount] | $[Amount] | $[Amount] | [Percent]% |
Example: Completed Summary P&L
This example shows a mid-size independent hotel closing out a normal month. Every subtotal below ties back to the line items above it.
| Field | Details |
|---|---|
| Rooms Revenue | $420,000 |
| F&B Revenue | $95,000 |
| Other Operated Departments Revenue | $15,000 |
| Total Revenue | $530,000 |
| Total Departmental Expenses | $235,000 |
| Departmental Profit | $295,000 |
| Total Undistributed Operating Expenses | $110,000 |
| Gross Operating Profit (GOP) | $185,000 |
| Fixed Charges | $45,000 |
| Net Operating Income | $140,000 |
When Should You Update a Hotel P&L?
Update the P&L on a set monthly cadence, plus whenever the underlying business changes.
- Close the P&L every month, right after the accounting period ends.
- Revise it when a new department or revenue stream opens.
- Update it when management fee terms change in the contract.
- Rebuild the categories when ownership or financing structure changes.
- Adjust the line items when the chart of accounts gets restructured.
- Refresh the budget columns at the start of each fiscal year.
Common Mistakes to Avoid
- Mixing departmental expenses with undistributed operating expenses in the same line.
- Skipping reconciliation between the P&L and the night audit report.
- Recording an owner draw as an operating expense instead of an equity transaction.
- Leaving management fees out of the P&L entirely.
- Comparing actual results to last year instead of to the approved budget.
- Rounding totals instead of showing the exact calculated figure.
Hotel P&L Templates by Property Type
All seven property types use a hotel P&L. Profit and loss reporting applies across every kind of stay. Independent Hotels use the templates above exactly as written.
Hotel Group P&L
Hotel Groups add a property identifier so profit rolls up correctly across the portfolio.
| Field | Details |
|---|---|
| Property Name & Location | [Property Name, City, State] |
| Rooms Revenue | $[Amount] |
| F&B Revenue | $[Amount] |
| Other Operated Departments Revenue | $[Amount] |
| Total Revenue | $[Amount] |
| Total Departmental Expenses | $[Amount] |
| Departmental Profit | $[Amount] |
| Total Undistributed Operating Expenses | $[Amount] |
| Gross Operating Profit (GOP) | $[Amount] |
| Fixed Charges | $[Amount] |
| Net Operating Income | $[Amount] |
Motel P&L
Motels drop the F&B and Other Departments lines, since most motels have no F&B outlet.
| Field | Details |
|---|---|
| Rooms Revenue | $[Amount] |
| Rooms Expense | $[Amount] |
| Total Undistributed Operating Expenses | $[Amount] |
| Gross Operating Profit (GOP) | $[Amount] |
Resort P&L
Resorts add Spa Revenue and Activities/Recreation Revenue as extra income lines.
| Field | Details |
|---|---|
| Rooms Revenue | $[Amount] |
| F&B Revenue | $[Amount] |
| Spa Revenue | $[Amount] |
| Activities/Recreation Revenue | $[Amount] |
| Total Revenue | $[Amount] |
| Total Departmental Expenses | $[Amount] |
| Departmental Profit | $[Amount] |
| Total Undistributed Operating Expenses | $[Amount] |
| Gross Operating Profit (GOP) | $[Amount] |
| Fixed Charges | $[Amount] |
| Net Operating Income | $[Amount] |
Bed & Breakfast P&L
Bed & Breakfasts use a simplified summary. Breakfast is included in the room rate rather than billed as F&B.
| Field | Details |
|---|---|
| Room Revenue | $[Amount] |
| Operating Expenses | $[Amount] |
| Undistributed Operating Expenses | $[Amount] |
| Fixed Charges | $[Amount] |
| Gross Operating Profit (GOP) | $[Amount] |
Park (RV & Campground) P&L
Parks use Site Revenue instead of Rooms Revenue. They add a camp store line as an other department.
| Field | Details |
|---|---|
| Site Revenue | $[Amount] |
| Camp Store/Retail Revenue | $[Amount] |
| Total Revenue | $[Amount] |
| Total Departmental Expenses | $[Amount] |
| Departmental Profit | $[Amount] |
| Total Undistributed Operating Expenses | $[Amount] |
| Gross Operating Profit (GOP) | $[Amount] |
| Fixed Charges | $[Amount] |
| Net Operating Income | $[Amount] |
Hostel P&L
Hostels use Bed Revenue instead of Rooms Revenue, otherwise the shape matches Independent Hotels.
| Field | Details |
|---|---|
| Bed Revenue | $[Amount] |
| F&B Revenue | $[Amount] |
| Other Operated Departments Revenue | $[Amount] |
| Total Revenue | $[Amount] |
| Total Departmental Expenses | $[Amount] |
| Departmental Profit | $[Amount] |
| Total Undistributed Operating Expenses | $[Amount] |
| Gross Operating Profit (GOP) | $[Amount] |
| Fixed Charges | $[Amount] |
| Net Operating Income | $[Amount] |
Bottom Line
A P&L that doesn't reconcile to actual operations leads to decisions built on bad numbers. Owners misjudge margins, cut the wrong costs, or approve budgets that don't hold up. roommaster PMS includes hundreds of built-in reports pulling straight from daily operations. That keeps every P&L line traceable back to a real transaction. Hotels using roommaster report 40% fewer admin tasks, leaving more time to review the numbers.
Frequently Asked Questions
1. What is a hotel P&L?
Shows total revenue, expenses, and profit for a hotel over a specific period, usually monthly.
2. What's the difference between departmental profit and GOP?
Departmental profit subtracts direct costs from department revenue; GOP subtracts shared costs across the property.
3. How often should a hotel P&L be reviewed?
Review a hotel P&L monthly, right after the accounting period closes.
4. What counts as an undistributed operating expense?
Undistributed operating expenses include administrative, sales and marketing, maintenance, and utility costs.
5. Does a hotel P&L include management fees?
Yes, management fees sit below gross operating profit, before fixed charges.
