Rental Property Management Spreadsheet, Landlord & Airbnb Tracker (Excel, Google Sheets)
This rental property management spreadsheet runs your whole portfolio in one file: long-term, mid-term and short-term rentals, tenants, Airbnb bookings, expenses, mortgages, depreciation and taxes. Built for landlords and real estate investors with 1 to 25 properties. Works in Excel and Google Sheets.
Who it is for: landlords and real estate investors with 1 to 25 long-term, mid-term or short-term rentals who want tenants, bookings, loans, maintenance and taxes in one file.
What it does
- Dashboard: pick one property or all of them and see income, net operating income, cash flow, net profit, occupancy, rent owed, equity, loan-to-value, cap rate, cash-on-cash and DSCR, with a monthly profit and loss and charts.
- Needs Attention: who owes rent, leases ending in 90 days, open work orders, maintenance due, insurance and permit renewals, deposits to return, vacant units and late fees to charge.
- Rent roll: rent is charged automatically from each lease (rent increases, pet rent and prorated months included). Paid / Partial / Unpaid / Due for every tenant and month.
- Tenant ledger: every charge and payment with a running balance, ready to print and send.
- Airbnb and short-term rentals: paste the Airbnb earnings CSV, add Vrbo and direct stays, and see occupancy, ADR, RevPAR and payouts, plus a booking calendar.
- Mortgages on autopilot: enter each loan once and interest, principal and balances calculate every month. Amortizing and interest-only loans, refinances, a full amortization schedule.
- Depreciation for buildings and improvements, and a US Schedule E summary for every property.
- One-page property summary, monthly owner statement, five-year annual summary, budget vs actual.
- Operations: work orders, recurring maintenance, vendors with 1099 checks, key dates, tenant screening scores, security deposits, mileage, capital reserves and a move-in / move-out checklist.
- Deal analyzer: compare 3 properties before you buy, with a 10-year projection and IRR.
What's included
- 1 spreadsheet (.xlsx) with 36 tabs
- Quick-Start Guide (PDF)
- A sample portfolio (6 properties, 2025-2026) so you can see everything working before you add your own
Works with
- Microsoft Excel 2010 or newer (Windows and Mac), Excel for the web, and Google Sheets
- Any currency
- Every year in one file: 25 properties, 200 units, 300 leases, 5,000 payments, 5,000 expenses
How it works
- Download the files instantly after purchase
- Add your properties, units, leases and loans once (about 30 minutes)
- Each month, record payments and expenses and paste your Airbnb CSV. Everything else updates by itself.
Quick answers
- Who is this for? Landlords and real estate investors with long-term, mid-term or short-term rentals (or a mix) who want everything in one spreadsheet.
- Do I have to enter mortgage payments? No. Enter each loan once and the interest and principal for every month are calculated for you.
- Does it work with Airbnb? Yes. Paste the earnings CSV that Airbnb already gives you and every booking is read and matched to the right property. Vrbo and direct stays take seconds to add.
- Does it help at tax time? Yes. It includes a US Schedule E summary for every property, with depreciation, mortgage interest and mileage, and Schedule E lines you can remap for other countries.
- I bought the Landlord or Airbnb tracker - is this different? Yes. This is the complete version: both trackers combined plus loans, depreciation, maintenance, screening, statements and a deal analyzer.
- 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.
- 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.
Questions? Send me a message. I'm happy to help you get set up.
Questions people ask
How is it different from the Landlord and Airbnb trackers?
It is the complete version: both trackers combined, plus mortgages, depreciation, maintenance, tenant screening, owner statements, a Schedule E summary and a deal analyzer, for up to 25 properties.
Do I have to enter mortgage payments?
No. Enter each loan once and the interest, principal and balance for every month are calculated for you.
Does it work with Airbnb?
Yes. Paste the earnings CSV that Airbnb already gives you and every booking is matched to the right property. Vrbo and direct stays take seconds to add.
Does it work in Excel and Google Sheets?
Yes. It works in Microsoft Excel 2010 or newer (Windows and Mac), Excel for the web and Google Sheets.
Is there a monthly fee?
No. It is a one-time purchase and an instant digital download. There is no subscription.
Does it work in my currency?
Yes. It works with any currency.
What if I find an error?
Message us on Etsy. You can choose another spreadsheet from our shop, free of charge (any except our Pro editions), and we will fix the error for everyone.
Get the Rental Property Manager Pro on Etsy