Rental Property Tracker: Excel, Google Sheets Landlord Spreadsheet (Digital Download)

RENTAL PROPERTY & LANDLORD TRACKER — Excel and Google Sheets

Fourteen linked tabs for up to 20 units, with a worked six-unit portfolio already inside. Fifty-seven expense lines, five mortgages, forty-eight rent lines and two voids are filled in, so you can watch every column behave before you touch it. One property is losing money. One tenant is in arrears. Nothing is blank.

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THE TAB THAT MAKES THIS DIFFERENT: CASH vs PROFIT
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Your bank balance and your tax return answer two different questions. Most landlord spreadsheets pick one and hope you never ask about the other.

In the worked example the portfolio is DOWN $5,640 in cash and shows a TAXABLE PROFIT of $4,669. Both numbers are right. The tab lays out the $10,309 gap line by line and adds it up:

• Mortgage principal — leaves your account, is not a cost
• Capital improvements — leave your account, are not a cost this year
• Depreciation — a cost that never leaves your account
• Mileage — the same trick, smaller
• Unpaid bills still sitting on the Expenses tab

The last line is a reconciliation check. If it is not zero, something on your Expenses tab is tagged wrong — and the file tells you before your accountant does.

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THE FOURTEEN TABS
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1. START HERE — what each tab does, the colour rules, the honest limits
2. SETUP — six things you type, then the whole portfolio in twenty lines
3. PROPERTIES — 20 units: price, cash you put in, value now, yield, years owned
4. TENANTS — 40 leases with days left, arrears, and whether the deposit is protected
5. RENT ROLL — 300 lines. Charged, received, the date it arrived, days late
6. EXPENSES — 400 lines with a Deduct column that tells repairs from capital
7. MORTGAGE — 20 loans split into interest and principal
8. CASH vs PROFIT — both answers and every line of the gap, reconciled
9. BY PROPERTY — nine questions per unit, plus best and worst
10. BY MONTH — twelve rows, collection rate, worst month for cash
11. BY CATEGORY — nineteen categories with share, average and capital split
12. MAINTENANCE — 80 jobs with days to fix, red past a fortnight
13. MILEAGE — 100 trips at your own rate, read from Setup
14. TURNOVER — 30 voids priced properly, in months of rent

1,937 live formulas. Every summary reads itself from the tabs underneath.

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FOUR THINGS IT DOES THAT OTHERS DO NOT
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▸ SPLITS YOUR MORTGAGE. Only the interest is an expense. On the worked example, 76% of the Cedar Lane payment is interest and 49% of the Alder Road payment is. Treat the whole payment as a cost and your return is out by $11,904.

▸ TELLS REPAIRS FROM CAPITAL. A new kitchen is not a repair, even though it feels like one. $7,980 of the example's spending is capital — real money out, not deductible this year. Getting that one column right matters more than anything else you will type.

▸ PRICES A VOID PROPERLY. Sixty-two days empty at Cedar Lane cost $4,900 once the clean and the letting fee were in — 2.9 months of rent, not one. Hold that next to a $265 radiator valve.

▸ FINDS THE PROPERTY THAT IS HIDING. Cedar Lane runs at minus 14.5%. Rose Street at plus 17%. Averaged together the portfolio looks fine at 1.2%, which is exactly how a bad property hides inside a good portfolio.

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WHAT YOU GET
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• Rental_Property_Landlord_Tracker.xlsx — the workbook, worked example inside
• 00_START_HERE.pdf — a written guide: the order to fill it in, what the Deduct column means, what a void really costs, and where numbers go wrong

Instant download. Nothing arrives by email, nothing to install.

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TWO COPIES IN THE DOWNLOAD
One workbook has the worked example filled in, so you can see what every column expects before you touch anything. The second is the same file completely blank — same tabs, same formulas, same charts — ready for your own numbers from the first row. Start on whichever suits you.


WORKS WITH
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• Microsoft Excel 2016 or newer, Windows or Mac
• Google Sheets — upload the file and open it with Sheets
• LibreOffice Calc — free, and everything works
• Any currency, any country. No macros, so there is nothing to enable.

Save it to Google Sheets and you can add a rent line from your phone in about a minute.

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HONEST LIMITS — READ BEFORE BUYING
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✗ It is not tax software and nothing here is tax advice. Depreciation is typed in, not calculated — the rules differ by country and by the year you bought. This makes the conversation with an accountant much shorter. It does not replace one.

✗ No amortisation schedule. Interest comes from the balance and rate you type, so it is right for this month and drifts over a year. Your lender's statement is the honest source.

✗ One currency, one tax year. No conversion, no split-year handling. Copy the file for a second year.

✗ No part-ownership or joint-venture splits. Everything is counted at 100%.

✗ No bank feed and no automation. You type the lines. That is also why it works offline, forever, with no subscription and no account.

✗ Capacity: 20 properties, 40 leases, 300 rent lines, 400 expenses, 20 loans, 80 maintenance jobs, 100 trips, 30 turnovers.

All of this is in the file too, on the Start Here tab. It is here so you can decide before you pay rather than after.

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HOW I WORK
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I never ask for shop access. No password, no manager invite, no app permissions. You buy the file, you download it, that is the whole transaction.

Something wrong with the file? Message me through Etsy and I will fix it.

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LICENCE: for your own properties. Reselling, sharing or redistributing the file is not allowed.

DIGITAL PRODUCT: because it downloads instantly, this item is not returnable. Everything the file does and does not do is written above and in the images, so you can decide before you buy.

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