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financial-roi Published: 2025-01-24

Airbnb Income vs Expenses Spreadsheet Malaysia (Free Download Template)

Track your Airbnb profitability with our free spreadsheet template. Calculate real ROI after expenses. Includes RM amounts for Melaka properties. Download now and optimize your rental income.

Airbnb Income vs Expenses Spreadsheet Malaysia (Free Download Template)

Airbnb Income vs Expenses Spreadsheet: Calculate Your Real Profitability

Are You Actually Making Money on Airbnb? (Or Just THINKING You Are?)

Many Melaka property owners see RM10,000 in gross annual revenue and think, "Great! I'm earning money from Airbnb!"

But then come the deductions:

  • Management fees
  • Cleaning costs
  • Platform commissions
  • Maintenance expenses
  • Utility bills
  • Condo maintenance fees
  • Supplies and essentials
The real profit? Often 40-50% less than the gross revenue.

Without proper tracking, you're flying blind. You don't know:

  • Your true profit margin
  • Which expenses are eating your income
  • Your actual ROI on the property
  • How you compare to market benchmarks
  • Where to optimize for better returns

This article provides a complete income vs. expenses framework, plus a downloadable spreadsheet template to track your Airbnb profitability accurately.

The 5-Step Profitability Framework

Step 1: Calculate Gross Revenue (Total Income)

Gross Revenue = All Money IN Before Any Deductions Revenue Sources to Track: Common mistake: Only tracking Airbnb income and missing other platforms (20-40% of revenue).

Step 2: Track Platform Deductions

Platform Fees (You Pay to Booking Platforms) Key insight: Platform fees are unavoidable (this is how they make money). Build this 10% into your pricing strategy.

Step 3: Calculate Operating Expenses

Fixed Monthly Costs (Regardless of Occupancy) Variable Costs (Scale with Occupancy) Maintenance & Repairs (Budget 5-10% of Revenue) Management Fees (If You Hire a Manager) Important: Commission-based managers also add markups on cleaning (30-50%), maintenance (15-25%), and supplies (15-30%). These can add another RM2,000-4,000 in hidden costs.

Step 4: Calculate Net Profit

The Profit Formula:

GROSS REVENUE

  • Platform Fees
  • Fixed Costs
  • Variable Costs
  • Maintenance & Repairs
  • Management Fees

= NET PROFIT

Real Example: 2-Bedroom Condo in Melaka Wait, that's a loss! What happened?

This example shows a 15% occupancy rate (78 nights/year). At this occupancy, fixed costs eat all profit.

Same Property at 25% Occupancy (our average): Fixed costs are too high for this property. This is why pricing strategy matters. Same Property at 25% Occupancy with BETTER PRICING: Now it's profitable. The difference: RM50/night better pricing = RM6,500 more revenue = profitable.

Step 5: Calculate ROI (Return on Investment)

ROI Formula:

(Annual Net Profit ÷ Total Property Investment) × 100 = ROI %

Example: Property Investment:
  • Purchase price: RM250,000
  • Renovation/furnishing: RM40,000
  • Total investment: RM290,000
ROI Calculation:

(RM2,350 net profit ÷ RM290,000 investment) × 100 = 0.8% ROI

That's terrible! You'd earn more in a fixed deposit. How to Improve ROI: Option 1: Increase Occupancy
  • From 25% to 35% (our top performers)
  • Revenue: RM29,900 → RM41,860
  • Net profit: RM2,350 → RM13,310
  • ROI: 4.6% (better, still not great)
Option 2: Better Pricing + Higher Occupancy
  • From RM230/night to RM260/night (dynamic pricing)
  • 35% occupancy
  • Revenue: RM47,320
  • Net profit: RM18,770
  • ROI: 6.5% (getting better)
Option 3: Lower Fixed Costs
  • Choose a condo with RM200/month maintenance (vs. RM400)
  • Annual fixed costs: RM9,600 → RM6,600
  • Savings: RM3,000/year
  • With better pricing + 35% occupancy: Net profit RM21,770
  • ROI: 7.5% (respectable)
Key lesson: Property selection matters as much as management.

Download Our Free Spreadsheet Template

Ready to track your Airbnb profitability accurately?

Our spreadsheet template includes:

✅ Multi-platform revenue tracking (Airbnb, Booking.com, Agoda, VRBO, Expedia)

✅ Automatic expense categorization (fixed, variable, maintenance)

✅ ROI calculator (see your true return)

✅ Month-over-month comparison (track trends)

✅ Market benchmarks (compare to Melaka averages)

✅ Profitability indicators (green = good, yellow = warning, red = problem)

Get the template: Enter your phone number and we'll WhatsApp you the free spreadsheet.

Expense Categories Explained

Category 1: Fixed Costs (Pay Every Month, Regardless of Occupancy)

Condo Maintenance Fee
  • What: Building maintenance, security, common area cleaning
  • Cost: RM200-500/month depending on condo
  • Impact: Must be paid even with zero occupancy
  • Optimization: Choose condos with lower fees when purchasing
Assessment Fees
  • What: Local council assessment tax
  • Cost: RM50-150/month
  • Impact: Fixed by local council, can't optimize
Sinking Fund
  • What: Building repairs reserve
  • Cost: RM50-100/month
  • Impact: Required by strata, non-negotiable
Insurance
  • What: Fire insurance, property insurance
  • Cost: RM100-200/month
  • Impact: Essential protection, don't skip
Quit Rent & Assessment
  • What: Annual land tax (semi-annual payment)
  • Cost: RM100-200/year
  • Impact: Fixed by property size
Internet
  • What: High-speed internet for guests
  • Cost: RM100-200/month
  • Impact: Essential amenity, guests expect it

Category 2: Variable Costs (Scale with Number of Stays)

Professional Cleaning
  • What: After every guest checkout
  • Cost: RM80-120/stay
  • Frequency: After every stay (can't skip)
  • Optimization: In-house cleaning (no markup) vs. outsourced (30-50% markup)
Supplies
  • What: Toilet paper, soap, shampoo, linens, towels
  • Cost: RM30-50/stay
  • Optimization: Bulk buying, quality balance
Utilities
  • What: Electricity, water
  • Cost: RM20-40/stay
  • Variable: Higher in summer (AC use), lower in rainy season
  • Optimization: Energy-efficient appliances, LED lights
Wear & Tear Reserve
  • What: Furniture, appliance replacement fund
  • Cost: RM50/stay (recommended)
  • Purpose: Replace items every 2-3 years
  • Impact: Prevents large unexpected expenses

Category 3: Maintenance & Repairs (Budget Annually)

Routine Maintenance
  • What: AC servicing, pest control, minor repairs
  • Cost: RM500-1,000/year
  • Frequency: Quarterly AC service, monthly pest control
  • Impact: Prevents costly repairs later
Major Repairs
  • What: Appliance replacement, plumbing issues, electrical
  • Cost: RM500-1,500/year (varies)
  • Unpredictable: Some years zero, some years RM5,000+
  • Strategy: Budget RM1,000-1,500/year, carry forward surplus
Replacements
  • What: Furniture, mattress, linens, towels
  • Cost: RM300-800/year
  • Schedule: Mattress every 5 years, linens every 2 years
  • Impact: Guest satisfaction (old mattress = bad reviews)

Melaka Market Benchmarks (How You Should Be Performing)

By Property Type:

Studio Units (400-600 sqft)

2-Bedroom Units (800-1,000 sqft)

3-Bedroom Units (1,000+ sqft)

If you're in "Poor" or below "Average" category, your property is underperforming. There's significant room for improvement.

Common Profitability Mistakes (And How to Avoid Them)

Mistake #1: Not Tracking All Expenses

The problem: You only track big expenses (management fee, cleaning) and miss small ones (supplies, utilities, minor repairs). Impact: You think you're earning RM1,500/month, but actual profit is RM900. Solution: Use our spreadsheet template. Track EVERY expense, no matter how small.

Mistake #2: Pricing Too Low

The problem: You underprice to attract more guests, but occupancy doesn't increase enough to offset lower rates. Example:
  • At RM180/night: 20% occupancy = RM13,140/year revenue
  • At RM230/night: 15% occupancy = RM12,568/year revenue
  • Lower occupancy at higher price = MORE revenue
Solution: Use dynamic pricing. Adjust rates based on demand, not gut feeling.

Mistake #3: Choosing High-Maintenance Properties

The problem: You buy a condo with RM500/month maintenance fees. Impact:
  • Annual fixed cost: RM6,000 more than low-maintenance condo
  • Must earn RM6,000 more just to break even
  • Takes 2-3 years to recover higher purchase price
Solution: When purchasing, factor in ALL fixed costs, not just price per sqft.

Mistake #4: Single-Platform Listing

The problem: You're only listed on Airbnb. Impact: You're missing 40-50% of potential bookings. Solution: List on minimum 3 platforms (Airbnb, Booking.com, Agoda). Ideally 5 platforms.

Mistake #5: Ignoring Seasonal Trends

The problem: Same price year-round. Reality:
  • Peak seasons (school holidays, CNY, weekends): Can charge 30-50% more
  • Low seasons (some weekdays, rainy months): May need to discount 20-30%
Solution: Dynamic pricing that adjusts for demand.

Mistake #6: Skipping Preventive Maintenance

The problem: Not servicing AC, not replacing worn items. Impact:
  • Poor guest reviews ("AC wasn't cold," "mattress was lumpy")
  • Lower occupancy due to bad reviews
  • Expensive emergency repairs (RM3,000+ vs. RM300 annual service)
Solution: Budget RM1,000-1,500/year for preventive maintenance.

Break-Even Analysis: When Does Airbnb Become Profitable?

The Break-Even Formula:

Fixed Costs (annual) ÷ (Average Daily Rate × Occupancy Rate × 365 - Variable Costs per Night)

= Break-Even Point (in nights)

Example: 2-Bedroom Condo Fixed Costs: RM9,600/year Variable Costs: RM180/stay Average Stay: 3 nights Variable Cost per Night: RM60 (RM180 ÷ 3) Average Daily Rate: RM230 Calculation:

RM9,600 ÷ (RM230 - RM60) = RM9,600 ÷ RM170 = 56 nights

This property needs 56 booked nights per year to break even. At 25% occupancy: 91 nights = profitable At 15% occupancy: 55 nights = break even At 10% occupancy: 37 nights = loss Key insight: Low occupancy properties often lose money. 20%+ occupancy needed for profitability.

How to Improve Your Profitability

Strategy 1: Increase Occupancy

Target: 25%+ occupancy (Melaka market average: 19-22%) How:
  • Professional photography (better listing visibility)
  • Multi-platform listing (5 platforms = 60% more bookings)
  • Dynamic pricing (adjust for demand automatically)
  • responsive guest response (better ranking)
  • Quality guest experience (better reviews = more bookings)
Typical improvement: From 15% to 25% occupancy = +RM4,000-8,000/year revenue

Strategy 2: Optimize Pricing

Target: RM200-300/night depending on unit size How:
  • Use dynamic pricing tools (adjust daily based on demand)
  • Monitor competitor pricing
  • Charge premiums for peak periods (+30-50%)
  • Offer discounts for low periods (-20-30%)
  • Minimum stay requirements (2-3 nights minimum)
Typical improvement: +15-25% average daily rate = +RM2,000-5,000/year revenue

Strategy 3: Reduce Fixed Costs

Target: Keep fixed costs under RM8,000/year How:
  • Choose condos with lower maintenance fees (RM200-300/month vs. RM400-500)
  • Negotiate insurance rates annually
  • Opt for cost-effective internet packages
  • Choose properties with reasonable assessment fees
Typical improvement: Save RM1,500-3,000/year

Strategy 4: Control Variable Costs

Target: RM200 or less per stay How:
  • In-house cleaning (no markup)
  • Bulk buying supplies
  • Energy-efficient appliances
  • Quality furniture that lasts longer
Typical improvement: Save RM1,000-2,000/year

Strategy 5: Switch to Flat-Fee Management

Target: Reduce management cost from 30%+ to 20-25% effective How:
  • Choose flat-fee manager (RM200-300/month for Parkland)
  • Or negotiate custom pricing with transparency
  • Avoid commission + markups model
Typical improvement: Save RM1,500-4,000/year

Real Example: Optimizing an Underperforming Property

Before Optimization (Imperio Residence, 2-Bedroom): After Optimization (iHousing): New Performance: Wait, still a loss? What's wrong? Fixed costs are too high for this property. RM10,200/year in fixed costs (mostly condo maintenance fee of RM600/month) is the problem. The real lesson: Property selection matters more than management. Better Property Choice (Melaka Raya, lower maintenance): Even with better property selection, this unit is marginal. Best approach: Choose a different property or use for long-term rental instead.

Ready to Track Your Profitability?

Download our free spreadsheet template: Enter your phone number and we'll WhatsApp you the complete Excel template. What's included:
  • Multi-platform revenue tracker
  • Expense categorization (fixed, variable, maintenance)
  • Automatic ROI calculator
  • Month-over-month comparison
  • Market benchmark comparison
  • Profitability indicators (color-coded)
  • 12-month projection
How to use it:
  • Enter your property details
  • Input your revenue (all platforms)
  • Track expenses as they occur
  • See automatic calculations
  • Compare to benchmarks
  • Identify optimization opportunities
    • Regular tracking helps you:
    • Spot problems early (occupancy dropping, costs rising)
    • Make informed decisions (keep or sell property)
    • Optimize pricing (are you underpriced?)
    • Plan for expenses (maintenance, replacements)
    • Calculate true ROI (not just gross revenue)

    About iHousing

    We're Melaka's leading Airbnb property management company:

    • 8 years experience in Melaka market
    • 100+ properties under management
    • 60%+ average occupancy (vs. market 19-22%)
    • 5-platform listing strategy
    • In-house cleaning team (no markups)
    • Transparent pricing (no hidden fees)
    • Monthly detailed reports (track every expense)

    We help property owners achieve:

    • 25-35% occupancy (above market average)
    • RM200-300/night average daily rate
    • 35-50% net profit margins
    • 6-10% ROI on well-selected properties
    For Parkland Avenue by the Sea:

    Exclusive flat fee pricing: RM200-300/month

    For All Other Condos:

    WhatsApp us for custom pricing quote

    Take Action Today: Get your free profitability spreadsheet. WhatsApp us now.

    Stop guessing about your Airbnb income. Start tracking accurately, identify problems early, and optimize for maximum profitability. Your spreadsheet is ready - just ask!

    Ready to Start Your Airbnb Journey?

    Contact iHousing today for a free consultation about your Melaka property.

    Contact Us Now