Rental Property Spreadsheet: Landlord Income, Rent & Expense Tracker

Manage rent, expenses, leases and maintenance in one rental property spreadsheet built for independent landlords. See what each property earns, what tenants owe and what needs attention in Excel or Google Sheets—without paying for monthly property-management software.

If rent payments live in your head, receipts live in a shoebox and the mortgage lives in a lender portal, this pulls your whole property management routine into one workbook. Log income and expenses as they happen; the tracker keeps your rent roll current, watches your lease dates and rolls everything up into per-unit and portfolio numbers you can act on. No macros, no logins, no subscription — you own the file.

WHY LANDLORDS KEEP IT OPEN
· A rent ledger that watches your leases — estimated-due vs collected for every unit, owed balances that flag themselves, and renewal alerts on any lease inside 60 and 30 days.
· Metrics that make sense mid-year — cap rate, cash-on-cash, DSCR and break-even occupancy are annualised from the months you have logged, so a March check-in is meaningful, while cash flow stays year-to-date.
· Books that stay honest — security deposits are kept out of income automatically, capital improvements are routed to reserves instead of expenses, and mortgage interest stays out of NOI.
· The extra-payment answer — every property gets a full amortisation schedule with extra-payment modelling and its payoff month, with the final payment clearing the balance the way a lender would.
· Long-term and short-term rental in one file — the sample portfolio includes a seasonal short-term rental so you can see exactly how both are handled.

THE TWELVE TABS
· START HERE — a short orientation and the colour rule.
· SETUP — your properties and settings; every other tab reads from here.
· UNITS & LEASES — the rent roll: tenants, deposits, lease dates, 60/30-day renewal alerts, estimated-due vs collected and owed balances.
· INCOME LOG — dated entries with dropdown categories; deposits kept out of income automatically.
· EXPENSE LOG — dated expenses by property and category; capital work routed to reserves.
· MORTGAGE — a loan summary per property plus a 420-row amortisation schedule with extra-payment modelling.
· CAPEX & RESERVES — capital improvements and reserves, tracked apart from day-to-day expenses.
· MILEAGE & HOME OFFICE — a simple log that keeps these records with the rest of your books.
· PER-UNIT P&L — collected income by month for every unit, with unit-level expenses, so an underperformer has nowhere to hide.
· PORTFOLIO — cap rate, cash-on-cash, DSCR, NOI and break-even occupancy per property, plus an expense matrix organised in the general structure of a rental schedule for year-end.
· DASHBOARD — occupancy, monthly rent roll, collected vs owed, income vs expenses by month and your lease alerts, always current.
· LISTS — a hidden helper tab that powers the dropdowns.

CAPACITY
Up to 10 properties and 30 units, with 1,200 income rows, 1,500 expense rows and a 420-row amortisation schedule — around 14,125 formulas do the work.

WHAT YOU RECEIVE (one ZIP, instant download)
· PropertyPro-Rental-System.xlsx — the full system, 11 working tabs
· Sample portfolio workbook — three fictional properties, including a seasonal short-term rental, to explore before adding your own
· User Guide (PDF) — plain-English setup and walkthrough for landlords
· Google Sheets Instructions (PDF) — a 30-second import, step by step
· Licence (PDF) — single-business licence in plain language
· Setup Tutorial (MP4) — a short silent screen walkthrough
· START-HERE.txt — open this first

COMPATIBILITY
Microsoft Excel 2016 or newer and Microsoft 365, on Mac and PC. Works in Google Sheets too — a 30-second import; the included instructions PDF walks you through it. No macros, so nothing to enable and no security pop-ups.

THE COLOUR RULE
Light blue = you type here. Grey = calculated for you, leave it alone. Yellow = optional override. Tabs are protected with a blank password so a stray click cannot wipe a formula — unprotect any tab in one click to customise.

PAIRS WITH
Analyzing the next purchase? The Real Estate Investment Spreadsheet in this shop runs the deal before you own it — buy and hold, BRRRR and fix and flip. The Small Business Bookkeeping Spreadsheet covers the non-rental side of your business.

FAQ
Q: Do I need Excel?
A: No. The same file imports into free Google Sheets in about 30 seconds — the included PDF shows every step.
Q: Is this a subscription?
A: No. One payment, one download, and the file is yours.
Q: How many properties will it hold?
A: Up to 10 properties and 30 units, with 1,200 income rows and 1,500 expense rows. Start a fresh copy for each tax year.
Q: Does it handle short-term rentals?
A: Yes — long-term and short-term rentals live side by side, and the sample portfolio includes a seasonal one.
Q: Will it track my mortgage?
A: Yes — each property gets a loan summary and a full amortisation schedule, including extra payments and the payoff month.
Q: Is the sample data real?
A: No — every property, tenant and figure in the sample portfolio is fictional, included so nothing looks empty while you learn the file.

SUPPORT
If a file won't open or a formula misbehaves, message me here on Etsy and I'll fix it or replace the file. I read and answer every message myself.

GOOD TO KNOW
This spreadsheet is a record-keeping and planning tool. It does not provide financial, tax, legal or investment advice.
All numbers shown in the images are from a fictional sample business used for demonstration.
Designed and built by me with AI assistance, then tested against independently computed check-numbers before listing.

Microsoft, Excel and Microsoft 365 are trademarks of Microsoft Corporation. Google Sheets is a trademark of Google LLC. This product is an independent template and is not affiliated with, endorsed by, or sponsored by these companies.

Hersteller:

Nadeem Jan
nk40761 [!at] gmail.com
Pakistan

Produktsicherheit:

It is a Digital Product Instant Download