Free hotel supplier invoice comparison template
Download a practical Excel template for comparing recurring hotel supplier prices, quantities, fees and possible repeated invoice lines.
A useful supplier-invoice review does not need to begin with a new purchasing platform. It can begin with one recurring supplier, two comparable periods and a simple record of what changed. This free workbook keeps those comparisons, explanations and next actions in one place.
Download the LodgeRoot comparison template.
Includes a blank comparison log, formulas, review-status menus and a fictional worked example. No account or email is required.
What the workbook helps you compare
- current and previous quantities;
- current and previous unit prices;
- absolute and percentage price movement;
- current and previous line totals;
- new fees and unusual quantity changes;
- possible repeated lines that still need human confirmation;
- the explanation, owner, status and next action.
Start with one comparable review period
Choose one or two suppliers with recurring items and use a consistent currency, tax basis, unit and pack basis. Laundry, cleaning supplies, amenities, food and beverage, maintenance consumables and waste collection can all work when descriptions remain reasonably stable.
Avoid mixing unrelated suppliers or departments in the first review. The goal is not to rebuild the accounting ledger. It is to make a small number of useful questions visible and assign each one to an owner.
How to use the three workbook tabs
| Tab | Purpose | What to do |
|---|---|---|
| Start Here | Scope and safeguards | Confirm the review period, currency and data-sharing rules. |
| Comparison Log | Property-controlled working file | Enter values in yellow cells and keep formula cells unchanged. |
| Worked Example | Fictional illustration | See how price, quantity, fee and repeated-line questions appear. |
Treat every highlight as a review signal
A price movement, repeated line or new fee is not automatically an error. Packaging changes, credits, split deliveries, substitutions and agreed contract changes can produce legitimate differences. Confirm the invoice, purchase order, credit history, contract note and accounting record before disputing a charge.
Remove bank details, personal information and content unrelated to the comparison. A supplier name, redacted reference, item basis and comparable values are usually enough to discuss the operating issue.
Close the loop instead of collecting flags
Use a short status such as explained, supplier question, credit expected, internal process change or monitor next month. Add an owner and due date. A completed review should leave a small action list, not a larger pile of unexplained differences.
For a deeper review workflow, continue with the hotel supplier invoice price-change checklist.
Start with a small, redacted sample.
LodgeRoot can review a focused set of recurring supplier invoice lines and return a clear list of questions and next actions.
This template is operational information, not accounting, tax, procurement or legal advice. Verify all findings in the property's source records and approval process before changing or disputing a payment.
About this guide
Prepared and reviewed by the LodgeRoot Operations Team as practical workflow guidance for independent accommodation teams. It separates review flags from confirmed errors and links to primary sources where a platform-specific point is discussed. Verify contractual, accounting, tax and platform decisions with the relevant source or adviser.