The problem

1. Everything can look successful on the surface. Full dates, steady bookings, happy guests, and glowing reviews all point to a “great” month — at least at first glance.
2. But the bank balance never quite catches up. You work harder each month, yet there’s still too little left to hire help, reinvest, or pay yourself properly.

What’s really happening

1. Margins are quietly eaten away across the whole month. OTA commissions, discounts, low-occupancy tours, extra staff, and “free” inclusions slowly erode profit.
2. A busy schedule can still be underpriced or underfilled. Several tours running below ideal guest numbers can drag down the whole month, even if a few tours perform well.
3. A full month of departures can hide a weak business model. Top-line revenue looks strong while net profit stays flat or even slips into loss.

What this calculator shows

1. The exact point where your monthly tour schedule breaks even. You see when the month stops just covering costs and starts generating real profit.
2. How much profit your tours actually produced this month. Total net income, total tour costs, gross profit, and true monthly margin — in one place.
3. How pricing, occupancy, commissions, and volume affect your margin. Change any one of them and see how it shifts your monthly result.

What you can do next

1. See which tours carry the month and which ones drag it down. Use revenue per guest, cost per guest, and profit per guest to spot winners and troublemakers.
2. Know what to fix right now. Adjust pricing, review OTA commissions, refine inclusions, or cut low-performing departures.
3. Move from busy and stretched to consistently profitable. Run months where “fully booked” also means “financially healthy.”

1. Tour costs only — not company P&L. This calculator tracks income and costs for your tours only. Do not include company salaries, office rent, or overhead that lives outside your tour operations. It is not a company profit & loss statement.
2. Start at the top. Enter your business name, select the month and year, and type in the total number of guests you served that month across all tours.
3. Income — Direct Bookings first. Enter the total you received directly (website, phone, walk-ins, repeat guests).
4. Income — OTA Bookings. Enter each OTA platform on its own line — type the platform name, the gross amount they collected, and the commission rate they charge. Your net payout calculates automatically. 💡 Tip: if two or more platforms charge the same commission rate, combine them onto one line (e.g. "Viator + Klook" at 25%).
5. Income — Add-ons & Extras. Add any add-on revenue (upgrades, optional extras sold during tours) and other income (photography, merchandise, private hire, tips kept).
6. Costs section. Enter the monthly total for each tour cost category — guide fees, transport, meals, entrance fees, accommodation, equipment, fuel, and any other direct tour cost. Only include costs directly tied to running your tours.
7. Profitability Summary. Scroll down to see total net income, all costs, gross profit, margin %, revenue per guest, profit per guest, and a colour-coded verdict on how the month performed.
8. Print / Reset. Use Print / Save as PDF to export a snapshot for your records. Use Reset to clear all fields and start fresh for a new month.