🆕 This article reflects the latest version of this report.
We're excited to announce that we're upgrading our reporting suite! These enhancements are aimed at providing greater transparency, accuracy, and actionable insights to support your daily operations and help you achieve your business goals. For a comprehensive overview of the changes, please visit: Prepare for your Upgraded Finance and Occupancy Reporting.
Currently, these enhancements are in a limited-release phase and will be gradually rolled out for each property by the end of Q2 2025. Please note that timelines may change.
We recognize that adjusting to updates can take time, and we appreciate your patience and support during this transition! If you have any questions or concerns, our support team is ready to assist you.Â
Occupancy is one of the first metrics you look at to gauge production. The Occupancy Report will allow you to see if you are ahead or behind in previous years in terms of true pace. Check below how to access and generate your Occupancy Report.Â
Access the Room Sold/Occupancy Report
- Navigate to the Cloudbeds PMS main menu
- Click on Classic Reports
- Select Production Reports
- Click to access the Room Sold/OccupancyÂ
Navigate the Room Sold/Occupancy Report
Once you're on the Room Sold/Occupancy Report page, you can apply different filters to generate the report:
- Select the year to check
- Choose the comparison year
- Set the period to check
- Filter which room types you would like to be displayed on the report
- Filter the reservation sources
- Click to ApplyÂ
 This report uses the service date, which is the date the product or service is delivered. With proper permission, the service date can be backdated to recognize revenue and expenses in the correct period. To learn the difference between the Service Date and the Transaction Date, click here.
- The blue line refers to this year (selected as the first year on the filters tab)
- The red line indicates the comparison year (selected as the second on the filters tab).
In the example above, blue is 2024, and red is 2023. The shade shows the pace.
- The vertical line marks the day you generate the report (today).
- The bottom of the shaded area is what we call the pace line.
- This line shows you what your rooms sold number was as of 9/03 of last year.
- The top or Red line shows you where you ended. Â The area in the middle is the reservation growth (or pace) you experienced between 9/03 until that specific date.
- As long as this year's line is on or above the Pace line you did better than last year.
- However, if this year is below the pace line, it may suggest that the property is falling behind, and it is suggested that the property should be looking at options to avoid being below the pace line.
- You can also toggle between Day, Week, or Month to see the exact detail you want. Â
By clicking the dots on the graphics, you may see the occupancy percentage and number of rooms bookedÂ
(blue for the primary selected year and red for the comparison year)
With the filters applied, you will receive the report generated with the following information:
- Date range (1 day, week, month) - according to the interval settings.
- Rooms occupied for the primary selected year (in occupancy percentage)
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Reservation Statuses - The system pulls all the data from the following statuses to generate the room sold report:Â
- Confirmation Pending, Confirmed, In-house, Checked-out
- The following statuses are not part of the calculation:
- Canceled
- No-show
- The Occupancy Report will not count the Blocks Dates or the Out of Service rooms.
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Reservation Statuses - The system pulls all the data from the following statuses to generate the room sold report:Â
- Accommodations booked for that year.
- Revenue for the primary selected year:Â Calculated as Total Room Rate plus Other Room Revenue plus Room Revenue Adjustments. This includes room rate, manual room revenue, no-show fees, and manual room revenue adjustments. Excludes inclusive or exclusive taxes and fees, and cancellation fees. It follows USALI standards.
Why is my report different now?
As mentioned at the beginning of this article, we are upgrading our reporting suite capabilities, and this article reflects the latest report version. These are the key changes:
- The Transaction Date/Time is now immutable for rigorous accounting.
- The Service Date has been‬ added as an alterable date to support common associations. Now the report is‬ filterable by Service Date to meet common reporting needs. Its respective tooltip was added.
- Transaction data will be pulled from the new accounting service, which is more detailed and aligned with USALI‬ standards. Transactions are not mutable; reversals have equal and‬ opposite transactions.‬
- The Revenue in the average daily rate formula will not include any taxes and fees (previously, it‬ included inclusive taxes and fees, as well as cancellation fees). Room Rates, No shows, and‬ Manual adjustments are included.
- Accommodations booked will take into account split inventory and will include only‬ physical rooms using their virtual room relationship.
- The Email option (Green button) is being removed. While this feature is no longer available, you can download the report as needed by clicking Export To (Blue button).
- We have implemented Accounting Codes to categorize‬ specific transactions following USALI standards:
In this report, the codes are bucketed as follows:
| Description | Code |
|---|---|
| ‬Total Room Revenue:‬ Total of Room Rate‬ Other Room Revenue‬ Room Revenue Adjustments |
1000 + 1000R + 1000V + 1100 + 1100R + 1100V + 1200 + 1200R + 1200V + 1000A + 1100A + 1200A‬ |
Unlike other reports, the Rooms Sold/Occupancy Report does not show Accounting Codes.
Below is an example of the codes associated with the transactions:
 Some customers already have access to the new version of this report.
If you can't see the updated version, don't worry! The enhancements will be gradually rolled out for each property by the end of Q2 2025. For more information, visit this article.
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