A pickup report is extremely useful in determining rate strategies and can help calm the fears of the owner who sees $0.00 on the books for a month down the road. With a properly filled out pickup report, you can tell when it’s appropriate to raise the rates slightly (i.e. during the month of April when people book the most rooms for June) or whether you need to target a certain month for some marketing campaigns because booking activity is soft.
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The problem with most reports that you receive from a PMS is that you can’t do anything with the numbers. You can’t figure out quickly a lot of things, like how well Mondays do in comparison to Sunday nights without picking up a calculator and plugging away at it. Building a revenue tracking sheet allows you to easily develop the formulas you need to give you answers to the questions being asked by yourself, members of your team, or the ownership group. Developing a hotel pickup report allows you to prepare answers to other questions more firmly without a lot of guess work, such as:

  • How much revenue has the hotel picked up for the summer months over the past few months?
  • How much revenue is on the books for March, and how does that compare to a year ago at this time?
  • How much revenue did we pickup within the past month or past week?

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Pickup reports can be as simple or as complicated as you see fit. At the Xotels website, Patrick Landman suggests having a pickup report that can track how well the various segments (rate tiers, for example) are performing. A more complicated pickup report could be useful for a busy resort, but I tend to keep things simple for my own tastes.

The 90 Day Pickup Report features one Excel file with monthly spreadsheets to track data easily in 90-day blocks. There is also a spreadsheet to track the data over two years monthly, and then a summary sheet collecting the current annual data to compare with previous years.
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Summary Sheet showing current revenues, occupancy, pickup sales, budget

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Section of the monthly data sheet with rooms and revenue on the books, plus forecasted revenue based on historical records

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Monthly information for two years. Purple cells are actual sales imported from the monthly data sheets, shaded cells are the pickup sales from previous month

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The ZIP file includes:

  • 90 Day Pickup Report
  • Quick Start Guide
  • How to Get the Most Value From the Pickup Report

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Full support for the spreadsheet will come with any payment over $5.00.

$ CAD