Expense tracking for accommodation
Track every expense so your profit is real
Bookings tell you what came in. Expenses tell you what you kept. Record a supplier, the amount, the tax portion and what it was for in a few seconds, and WStation turns income minus expenses into a profit you can believe — with the VAT you can claim back added up for you.
- No card
- Nothing to install
- Works on your phone
| Paid to | Filed under | Amount |
|---|---|---|
| Metro Cash & Carry | Breakfast supplies | $184.20 |
| City Electricity | Utilities | $312.00 |
| Selma N. | Cleaning wages | $420.00 |
| ABC Hardware | Repairs · Room 7 geyser | $265.75 |
Seconds per expense
Who you paid, how much, the tax portion and a category you pick or type once. Done.
VAT you can claim, totalled
The tax portion of every purchase is added up and offset against what you charged on the tax return.
Any month, any range
Filter by this month, last month, a custom range or all time — and export to Excel.
How it works
One stay, four names, zero retyping
Every guest is one record that changes its name as they go: asked for a price, said yes, stayed, paid. Each step is one press of a button.
- QuotationThey ask what it costs. Rooms, nights, guests and a deposit, priced in a minute.
- BookingThey say yes. One click, and the room is theirs on the calendar — nobody else can have it.
- InvoiceThey check out. The bill is raised from what was quoted, nothing typed twice.
- Tax invoiceThey pay. Part or all, by cash, card or transfer — the receipt is written and it is in the books.
Typical categories
Filed under the names you already use
Type a category once; next time WStation suggests it.
- Food and breakfast supplies — groceries, coffee, milk, eggs
- Utilities — electricity, water, gas, internet
- Wages — cleaning, kitchen, reception
- Repairs and maintenance — plumbing, painting, the pool pump
- Linen and amenities — towels, sheets, soap and toiletries
- Commissions and fees — booking-site commission, card fees
Everything in it
Built for guesthouses, lodges and B&Bs
No modules to buy and nothing to set up first. Turn off what you don't use.
- Occupancy calendar — every room down the side, every night across the top
- No double bookings — a taken room is refused before the quote or booking is saved
- Airbnb & Booking.com calendar sync — each room swaps calendars with its listings every 30 minutes
- Front desk — today's arrivals and departures, one-tap check-in and check-out, walk-ins without a quote
- Your own booking page — guests send their dates to your enquiries inbox — no commission
- Quotes guests accept online — send a quote as a link; they accept on their phone
- Automatic guest messages — a confirmation, check-in details before arrival and a review request after — by email or WhatsApp
- Deposits and part payments — ask for a percentage up front; the balance looks after itself
- Invoices and tax invoices — your logo, bank details and a QR code on every document; credit notes for corrections
- Housekeeping board — checking a guest out marks the room for cleaning
- VAT, GST or sales tax — including a separate rate for accommodation and tourism levies, or no tax at all
- A till with stock — for the bar, the shop or anything sold over the counter, with shifts and cash-up
- Books that keep themselves — income, expenses, debtors, journal, trial balance and audit trail
- Your team — admins, staff and tillers, invited by link; run more than one property from one login
- Phone, tablet or computer — installable on Windows, Mac, Android and iPhone — and it keeps working when the signal drops
Questions
Asked before signing up
Can I record an expense paid from the till?
Yes — a pay-out from the drawer is recorded as a cash expense on the shift that paid it.
Does it work out profit?
Yes. Reports → Income and expenditure shows income, expenditure and the surplus or deficit for any period.
Can I export my expenses?
Yes. Every report downloads as a CSV that opens in Excel or Google Sheets.
More of WStation
Also in the box
Books that keep themselves. Start free.
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