Occupancy and Financial Reporting Calculations in Cloudbeds

On the Calendar, Blocked and Out of Service rooms stay in Total Rooms Available but are not counted as sold.

On the Dashboard, Rooms Sold excludes held allotment blocks, and ADR uses Total Room Revenue instead of Room Rate.

PIE uses the occupancy calculation described in How occupancy, ADR, and RevPAR are calculated. Capacity, Available, and Sold counts include only physical rooms (virtual rooms are excluded). Occupancy-based pricing rules and alerts rely on that same calculation. See Create, edit, or delete occupancy-based rules/alerts in PIE.

The Overview tab shows Occupancy, RevPAR, and ADR for the day:

The Rate Manager grid shows daily occupancy percentages by room type:

Selecting a specific room type and date opens its accommodation details, including ADR and availability:

The Rate Shopper tab compares your rates and occupancy against a competitor over a 90-day window:

On a Group Profile, Revenue equals Total Room Revenue (Room Rate, plus Additional Room Revenue, plus Adjustments), and Blocked and Out of Service rooms are not removed from Night Available.

In Cloudbeds Reports, open the Financial folder to find predefined transaction-level reports such as Transaction Detail and Expanded Transaction Report with Details. These reports can display the predefined Cloudbeds Transaction Code fields described in How financial transactions and accounting codes work, along with Custom General Ledger Codes when they are configured for your property.

Start in the Financial folder to open the predefined report that matches the transaction detail you want to review:

In detailed transaction reports, predefined and custom accounting codes appear as separate fields so you can distinguish Cloudbeds' internal transaction classification from codes configured for your property's accounting structure:

• Cloudbeds Transaction Code: the predefined code assigned to an internal transaction type, used for tracking and categorizing different types of transactions.
• Custom General Ledger Code: the code assigned to a specific general ledger account, used for tracking and categorizing different types of financial transactions. Requires proper configuration in the PMS.

In this Expanded Transaction Report with Details, the Cloudbeds Transaction Code and Custom General Ledger Code columns are displayed together for each transaction:

If you have Cloudbeds Insights and want to add or remove one of these fields, open an editable report created with Save As or create a report from scratch. Then use the numbered areas in the image below:

1. In Table Outline, under Columns, select + Add.
2. Select Glossary if you want to review the available Cloudbeds Data Fields and confirm which field matches the information you need.
3. Search for Code in the Glossary to narrow the available fields.
4. Under Financial, select the + icon next to a field to review its definition, such as Cloudbeds Transaction Code or Custom General Ledger Code.
5. In the Columns list, select the checkbox next to a field to add it to the report, or clear the checkbox to remove it.

The example below shows how to use the Glossary to understand the code fields available under Financial, then use the Columns checkboxes to control which fields appear in the report:

Example: a $100 room charge (Debit) and a $100 payment (Credit) will show as $0.00, not $100 and $100 separately.

If a negative number looks wrong (not just unfamiliar), check for:

• Manual negative entries on a folio (an intentionally entered negative charge).
• Reversals or adjustments that net to a credit.

Cross-check against the Total Debits and Credits by Month report to confirm charges and payments balance over time. If a discrepancy persists after checking these, contact Support.

Here's an example of how negative values appear in the Daily Revenue Report when debits and credits net together:

In supported Split Inventory configurations, occupancy is calculated from the physical rooms associated with the booking. Virtual rooms do not add capacity or Rooms Sold themselves, even when the revenue remains associated with the virtual room that was booked.

A Physical-to-Physical configuration is one example of a setup that can produce misleading occupancy. In the configuration below, Toucan Room (TR1) is linked directly to Colibri Room (CR1):

When Toucan Room is booked, only that physical room is marked as sold. Colibri Room remains available even though the rooms are linked. The report therefore counts 1 room sold out of a total capacity of 2, resulting in 50% occupancy:

If your occupancy figures do not match the physical rooms you expect to be counted, review your Split Inventory configuration before troubleshooting the report itself.

See How do Occupancy Metrics work with Split Inventory for supported configurations, additional examples, and troubleshooting guidance.

If you migrated from Shared Inventory, see the Shared to Split Inventory Migration Guide.

If you need one consolidated view of charges, payments, and payment methods, there is not a single predefined Cloudbeds Report that combines all of this information in one output. Choose the approach that best matches how you plan to use the data:

• Use the Daily Revenue Report for a month-end summary. Set the report date to the last day of the month and use the Month-to-Date column to review the month's activity, including the payment-method section. Payments appear as negative entries in this report. See Payments may show as negative values in the Daily Revenue Report.
• Export and combine the relevant reports outside Cloudbeds PMS. For example, you may export Payment Ledger for payment details, Taxes and Fees for tax and fee amounts, and Add-ons, Items, and Services Sold for product or service revenue. You can then combine and analyze the exported files in Excel, Google Sheets, or the accounting or reporting system your organization uses. See Export financial data from Cloudbeds PMS to an external accounting system.
• Use Cloudbeds Insights for a reusable custom reporting workflow. With the appropriate Builder capabilities and permissions, you can create or copy a report, choose the financial fields you need, adjust groupings and filters, and save the customized configuration for future use. See Cloudbeds Insights overview.

If your accounting workflow uses Custom Transaction Codes or Custom General Ledger Codes, include those fields when available so exported or customized reporting can be matched more easily to the corresponding accounts in your external accounting system.

No. Occupancy counts only rooms actually sold via reservations. The rooms available count does not exclude allotment blocks, blocks, or out of service rooms.

Because Blocked and Out of Service rooms are included in Total Rooms Available, occupancy-based pricing rules and alerts in PIE reflect that same inclusion. If a rule or alert doesn't behave as you expect, confirm it accounts for Blocked/OOS rooms before troubleshooting further. See Create, edit, or delete occupancy-based rules/alerts in PIE.