How to use HostTally

Getting started

Three steps and you're up and running.

1. Add your Airbnb. When the app opens, type its name under Add a property, like Seaview Cottage, and tap Add. Do this for each property you run.
2. Add your guest stays. Open the property, go to the Stays tab and tap + Add a guest stay. Or let them arrive by themselves: see Airbnb bookings below.
3. Log what you spend. Tap the big + Add expense button at the bottom whenever you buy something. That's it.

Finding your way around

Tap a property to open it. Along the top are five tabs:

• Overview: today's guest, what you've spent this month, and your list of expenses.
• Stays: every guest booking, with what each one cost you and the profit.
• General: running costs that aren't for one guest, like repairs or bulk cleaning stock.
• Bills: electricity, gas, water, broadband, insurance and other bills.
• Year: the big picture: income, costs, profit and how busy you've been.
• Tip: tap the property name at the top, or ‹ All Airbnbs, to switch property.

Adding an expense

1. Tap + Add expense. It's at the bottom of every screen.
2. Type the amount. For example 12.50.
3. Choose what it's for. This stay is for the guest who's staying, such as the welcome pack, laundry or the cleaning fee. General is for things that last longer than one stay, such as a bottle of window cleaner, bulk toiletries, a repair or fuel.
4. Pick a category. Can't see the one you want? Tap More categories…
5. Add the receipt. Tap Take or choose photo. No receipt? Just save. The app makes a dated record for you.
6. Tap Save expense. Buying several things? Tap + Save & add another to keep going.

Changing or deleting an expense

• To change one, tap it in your list, then tap Edit.
• To delete one, tap the small (−) button next to it. Changed your mind? Tap Undo straight away.

Guest stays and Airbnb bookings

• Add a stay by hand: Stays tab → + Add a guest stay → guest name and dates.
• Or bring them in from Airbnb: Settings (the slider icon, top right) → Airbnb calendar import → Connect, then paste your Airbnb calendar link. New bookings appear by themselves.
• Where's my calendar link? In Airbnb: Calendar → Availability → Connect to another website → copy the link.
• Add the guest's name and your payout: tap the stay → Edit stay. Airbnb doesn't share these, so you add them.
• Add all your payouts in one go: Settings → Import earnings from Airbnb (CSV), then choose the earnings file you downloaded from Airbnb.

General expenses

Costs for the property that aren't tied to one guest, like a new kettle, a repair, bulk cleaning stock or fuel.

• To add one: go to the General tab and tap + Add a general expense, or choose General when adding any expense.
• They add up over time. You'll see this month's total, the year so far, and what you spent most on.

Bills

Keep every bill in one place, with a copy for your accountant.

• Add a bill: Bills tab → tap the month (or the yearly bill) → type the amount → Attach bill (a photo or the PDF) → Save bill.
• Coloured box means that month's bill is in. A red dashed box means a month is missing.
• Add your own, like Netflix or Ground rent: tap + New monthly bill or + New yearly bill.
• Cancelled something? Tap the (−) next to it. Bills you've already added are kept.
• Catching up? Tap + Save & add next month to do several months in a row.

Your year at a glance

The Year tab shows how each property is doing:

• Profit: your income minus stay costs and general costs.
• Income: the payouts you've added to your stays.
• Stay costs and General costs: what you've spent.
• Bills: shown separately, with what's left after bills.
• Nights booked: and how busy the property has been.

Sending records to your accountant

1. Tap the download arrow at the top right.
2. Choose the period: a stay, a month, the tax year (6 April to 5 April) or your own dates.
3. Choose Excel or PDF. Both include your receipts and bills. CSV is a plain list of expenses.
4. Tap the Download button, then email the file to your accountant.

Settings

Tap the slider icon at the top right to:

• add, rename or remove your properties
• connect your Airbnb calendar or import your payouts
• add categories, and choose whether each one is a Stay or General cost
• add bill types, and fix shop names that were spelt differently
• turn email reminders on or off
• download a backup, change your password or sign out

Put it on your home screen

It then opens like a normal app.

• iPhone or iPad: open it in Safari → tap Share → Add to Home Screen.
• Android: open it in Chrome → tap ⋮ → Add to Home screen (or Install app).
• Mac: open it in Safari → File → Add to Dock.
• Windows PC: open it in Chrome or Edge → click the install icon in the address bar.
• Everything stays in sync: add it on your phone and it's on your computer moments later.

Need a hand?

• Forgotten your password? Tap Forgot password? on the sign-in screen.
• Anything else: email billing@hostfactor.co.uk and a real person will reply.