Spreadsheets
Rental Property Excel Spreadsheet: Landlord Bookkeeping Without Software
Track rent, income, and expenses for every unit in one Excel workbook.
The details
- Format: Spreadsheet
- Delivery: instant digital download, nothing ships
- Use: print at home or use on a tablet, reprint forever
What This Spreadsheet Is
This is an Excel workbook built for landlords who want real books without paying for property management software. It tracks rent per unit, rental income and expenses across the portfolio, and maintenance costs, with a dashboard that shows you what each property earns and what it costs.
Type each fact once and the formulas do the rest. The workbook imports cleanly into Google Sheets too, so you can work on desktop in Excel or in the cloud, whichever fits your routine.
What the Dashboard Shows You
The Portfolio Dashboard is the first tab you open each month. It calculates per unit rent due, rent collected, expenses, maintenance, and net cash flow, then rolls everything into portfolio totals with your collection rate and vacancy rate. One glance tells you which units are performing and which are dragging.
Vacancy flags deserve a callout. An empty unit is the most expensive line item a landlord has, and this dashboard surfaces it instead of letting it hide in a bank statement. When a unit goes vacant, the flag shows up in your monthly review until it is filled.
The Rent Roll and Expense Logs
The rent roll lays out every unit across 12 months, so a full year of rental income fits on one grid. Late payments, partial payments, and missed months are all visible in context instead of buried in transaction history. Patterns show up fast: the tenant who is always two weeks late, the unit that goes vacant every spring.
The income and expense log keeps categories aligned with Schedule E, the IRS form for rental income. At tax time, the auto updating totals box gives your CPA clean numbers. No more reconstructing a year of rental activity from bank statements in March.
Maintenance Tracking That Protects Your Profits
The maintenance log records every repair with the unit, the date, the cost, and per unit rollups. This is the tab that changes decisions. When you can see that one property has cost you three times the others in repairs, the question of whether to keep it becomes a math question instead of a gut feeling.
It also protects you at sale or refinance time. A documented maintenance history shows buyers and appraisers that the property was cared for, and it gives you real numbers when a contractor quotes a job you have had done before.
Who This Is For
It is for landlords with a handful of units who are tracking rent in their head or in a notebook. It is for the landlord whose CPA asked for clean books and got a shoebox. It is for anyone who bought their first rental and wants to start with real records from day one.
If you already run dedicated property management software, you do not need this. But if you have been telling yourself a spreadsheet would be enough, this is the spreadsheet, already built, with the formulas already working.
What's inside
- Portfolio dashboard with live formulas for per unit rent, expenses, maintenance, and net cash flow
- Collection rate and vacancy rate calculations plus vacancy flags for empty units
- 12 month rent roll grid showing every unit's rental income across the full year
- Income and expense log with Schedule E aligned categories and an auto updating totals box
- Maintenance log with per unit rollups showing which property costs you the most
- Tenant register with lease terms, rent amounts, and contact info for every unit
- Prefilled realistic example numbers so you can see every formula working before entering your data
How it works
Open the workbook in Excel or import it into Google Sheets, then overwrite the prefilled example numbers with your own properties, tenants, and rents.
Log rent payments monthly on the rent roll and record every expense and repair in the income and maintenance logs as they happen.
Review the portfolio dashboard each month for cash flow and vacancies, and hand the Schedule E totals to your CPA at tax time.
Questions
Questions, answered
What buyers ask before downloading this planner.
The workbook is structured for small landlords, up to 12 units. The dashboard, rent roll, and logs all scale within that range. Larger portfolios belong in dedicated property management software.
Yes. The Excel file imports cleanly into Google Sheets with formulas intact. Work in Excel on desktop or in Sheets in the cloud, or both, since the file moves between them.
No. If you can type a rent amount into a cell, you can use this workbook. The example numbers show you exactly where everything goes, and the formulas handle all the calculations.
Schedule E is the IRS form for reporting rental income and expenses. The workbook's expense categories align with it, and the totals box auto updates as you log entries, giving your CPA clean year end numbers.
Yes. The tenant register records deposit amounts per tenant, and the income log keeps deposits separate from rent income so your books stay accurate.
No. This is a bookkeeping and organizational tool. It does not provide tax, legal, or financial advice. Work with a qualified CPA for tax questions about your rental activity.
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