Choose a spreadsheet
You prefer a file you control, do not want to connect financial accounts, and can keep a short weekly or monthly routine.
Best when manual entry feels manageable
A decision guide for small hosts
Spreadsheet or software? Choose the work you want to keep.
A spreadsheet gives you control and manual work. Software gives you automation and a recurring system to manage. A professional gives you judgment. The right choice is the one whose ongoing work you will actually do.
Start with the job—not the tool.
Property count matters, but transaction volume, time, confidence, and who needs access usually matter more. A busy single rental can create more work than several quiet ones.
Choose software
You want bank feeds, receipt capture, booking imports, rules, or several people working in the same system.
Best when automation saves real time
Choose a professional
Your records are behind, personal and rental activity are mixed, or you need advice and review rather than another place to type numbers.
Best when judgment is the bottleneck
The honest trade-offs.
No option removes bookkeeping work. It changes where the work happens and who is responsible for checking it.
| Decision point | Spreadsheet | Software | Professional |
|---|---|---|---|
| Setup | Choose or build the file, labels, and routine. | Connect accounts, configure imports, and learn the workflow. | Gather records, explain the business, and complete onboarding. |
| Ongoing work | Manual entry and regular checks. | Review imports, rules, exceptions, and uncategorized items. | Answer questions and provide missing records on schedule. |
| Bank connection | Not required. | Often central to the automation. | Depends on the service and access arrangement. |
| Cost pattern | Free, one-time, or the cost of building it yourself. | Usually a recurring subscription; integrations may add cost. | Recurring service, cleanup project, or both. |
| Control | High. You can see and change the file. | Rules and exports depend on the product. | Process and deliverables depend on the engagement. |
| Main risk | Skipped entry, broken formulas, or inconsistent labels. | Incorrect automation, duplicate imports, or unreviewed rules. | Waiting too long to send records or ask questions. |
| Best fit | Hands-on host with a small, understandable operation. | Higher volume, repeated imports, or team workflows. | Complex facts, uncertainty, cleanup, or limited owner time. |
When StaySums fits—and when it does not.
StaySums is intentionally a manual Excel and Google Sheets workbook. That is a privacy and control benefit for some hosts, and the wrong trade-off for others.
StaySums may fit if you…
- manage one to five vacation rentals;
- want to track booking totals, platform fees, bank deposits, expenses, and profit together;
- are comfortable entering the numbers you choose from booking statements and receipts;
- want Excel and Google Sheets instead of another online account; and
- prefer a US$49 one-time purchase over a monthly subscription.
Choose something else if you need…
- automatic bank feeds or booking imports;
- receipt scanning, invoice payment, payroll, or full accounting software;
- simultaneous approval workflows for a team;
- one system for more than five rentals;
- someone to repair incomplete records; or
- tax filing or professional advice.
Take the ten-minute manual-work test.
Before buying any spreadsheet, find out whether the routine itself fits you. Use one real payout, but keep guest and bank details private.
Open one paid booking
Find the booking subtotal and exact host service fee in the earnings statement.
Find the bank deposit
Confirm whether it covers one reservation or a batch of several reservations.
Check the difference
Use the free payout calculator to compare the expected payout with the deposit.
Judge the routine
Ask whether repeating this for new bookings and receipts feels realistic.
If the manual check feels clear and controllable, a spreadsheet may fit. If you already dislike finding and entering the four numbers, that is useful evidence: choose an automated system or a professional instead of buying a workbook you will avoid.
Questions to ask before choosing.
A product page will tell you what a tool can do. These questions reveal the work it leaves with you.
What must I enter by hand?Ask about bookings, fees, expenses, mileage, refunds, and adjustments.
What connects to my bank?Know which accounts, transaction data, and permissions the system receives.
How are batched payouts handled?One bank deposit can contain several reservations; the system should keep that trail visible.
Can I export my records?Check the file format and what happens if you stop paying for the service.
Who checks the automation?A rule can repeat the same mistake quickly. Decide who reviews exceptions and duplicates.
What is outside the product's scope?Bookkeeping organization, accounting, and tax advice are different services.
Common questions.
The tool matters less than whether the ongoing routine matches your business and attention.
Is a spreadsheet enough for Airbnb bookkeeping?
It can be enough for a small host who is comfortable entering bookings and expenses by hand, checking payouts, and keeping receipts. It is not a good fit when you need bank feeds, automatic imports, team workflows, or professional judgment.
When should I move from a spreadsheet to software?
Consider software when manual entry is routinely skipped, transaction volume is high, several people need access, or bank and booking imports would save more time than the recurring cost.
Can software replace a tax professional?
No. Software can organize and automate records, but it does not know every fact about your rental or replace qualified tax, legal, accounting, or financial advice.
Does StaySums connect to my bank account?
No. StaySums is a manual Excel and Google Sheets workbook. You choose which booking and expense numbers to enter, and StaySums does not receive your workbook data.