Landlord Spreadsheet, Rental Property & Rent Roll Tracker (Excel, Google Sheets)

This landlord spreadsheet and rental property tracker shows who has paid, who owes you, and what every property really earns. Add your leases once and rent is charged automatically every month. Record payments as they come in, and the rent roll, balances, profit and cash flow update by themselves. Works in Excel and Google Sheets.

Who it is for: landlords with long-term rentals who want to see who has paid, who owes rent and what each property really earns.

See it on Etsy

What it does

• Rent roll: every tenant, every month marked Paid, Partial, Unpaid or Due. Payments clear the oldest rent first.
• Balance owed for every tenant as of today, plus a "Who Owes Rent" list with how many months behind each tenant is.
• Leases ending in the next 90 days, so you can plan renewals early.
• Dashboard: rent charged and collected, net operating income (NOI), net profit and real cash flow for every month, with charts.
• Occupancy and collection rate every month.
• Switch the whole dashboard between all properties and any single property.
• Tax summary in US Schedule E style categories (rents received, advertising, cleaning, insurance, management fees, mortgage interest, repairs, supplies, property taxes, utilities, depreciation and more).
• Mortgage principal and capital improvements count in cash flow, not as expenses.
• Deposits are tracked but never counted as income. Late fees and other income are included.
• Property comparison: occupancy, rent collected, NOI and cash flow for each property.
• Already have tenants? Start mid-lease with a "Track Rent From" date and an opening balance.

What's included

• 1 spreadsheet (.xlsx) with 9 tabs: Start Here, Dashboard, Rent Roll, Payments, Expenses, Leases, Properties, Settings, Lists
• Quick-Start Guide (PDF)
• A sample landlord with 3 properties and 8 leases, so you can see how everything works before you add your own

Works with

• Microsoft Excel 2010 or newer (Windows and Mac), Excel for the web, and Google Sheets
• Any currency
• Capacity: 10 properties, 50 leases, 1,000 payments, 1,000 expenses

How it works

1. Download the files instantly after purchase
2. Add your properties and leases
3. Record payments and expenses as they happen. The rent roll and dashboard update by themselves.

Quick answers

• Who is this for? It is made for landlords with long-term rentals who want to see who has paid, who owes rent and what each property really earns.
• How does the rent roll work? Add each lease once and rent is charged every month. Record payments as they come in and every month is marked Paid, Partial, Unpaid or Due.
• Does it help at tax time? Yes. It includes a tax summary in US Schedule E style categories, and security deposits are tracked but never counted as income.
• How many properties can I track? Up to 10 properties and 50 leases per file.
• Is there a monthly fee? No. It is a one-time purchase and an instant download, with no subscription. It works in Excel and Google Sheets, in any currency.

Please note

• This is a digital download. No physical item will be shipped.
• Rent is charged in full months (no proration).
• This template helps with record keeping. It is not tax, legal or accounting advice.
• For use in your own business. Please don't resell or share the file.
• Designed by me with the help of AI tools. Every formula was tested in Microsoft Excel and Google Sheets.

Want the complete version? Rental Property Manager Pro (in our shop) runs long-term and short-term rentals in one file and adds mortgages, depreciation, maintenance, tenant screening, owner statements and a deal analyzer for up to 25 properties.

Questions? Send me a message. I'm happy to help you get set up.

Questions people ask

Get the Landlord Rental Property Tracker on Etsy

More spreadsheets like this

• Rental Property Manager Pro
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Want everything in one file? See Rental Property Manager Pro.