Rental Property Spreadsheet | Landlord Income and Expense Tracker with Schedule E Tax Lines, Excel and Google Sheets

Every rental expense sorted onto the right tax line, so tax time takes minutes.

One spreadsheet for one to five rental properties. Log rent, bills, security deposits and mortgage payments as you go. At year end, open one printable page that shows every Schedule E (Form 1040) Part I line (3 and 5 to 21) for each property and for all of them together. Works in Excel and Google Sheets.

THE PARTS MOST RENTAL SHEETS MISS
- Deposits stay out of income. A separate deposit ledger keeps security deposits as money you owe. A deposit becomes income only on the date you apply or keep it, and only that amount joins line 3, on its own line.
- Repair or improvement. Flag each bill. A repair is an expense. An improvement is not counted as an expense: it moves to the Depreciation tab.
- Mortgage split. Type principal, interest and escrow. Interest goes to line 12, escrowed property tax to line 16, escrowed insurance to line 9. Principal is shown, not deducted. A check line turns orange if the pieces do not add up.
- Depreciation estimate. Straight line over 27.5 years, land left out, mid-month first year, for each building and each improvement.

WHAT YOU GET
- Rental Property Spreadsheet (.xlsx) with invented example properties, so you can see every tab working before you type anything
- A blank copy, ready for your own numbers
- A 4-page quick start guide (PDF)

THE TABS
- Properties: up to five, with the building cost worked out
- Income: rent, late fees and other income, by date (400 rows)
- Deposits: received, applied to rent or damage, returned, and the balance still held (300 rows)
- Expenses: date, property, payee, category with its Schedule E line, amount and a repair-or-improvement flag (600 rows)
- Mortgage: monthly principal, interest and escrow with a check line (120 rows)
- Depreciation: this year's estimate, depreciated to date and cost left
- Year-End Summary: one printable page by Schedule E line, per property and for all properties, with a tax year you pick
- Monthly Profit: month by month for all properties or one, with a chart
- Phone View: the year in large type
- Schedule E Lines: the line list and the category pick list

HOW IT WORKS
1. Add your properties.
2. Log income, bills, deposits and mortgage payments as they happen. Pick from the lists.
3. Open the Year-End Summary, pick the tax year, and hand the page to your tax preparer.

WORKS IN
- Microsoft Excel 2016 or newer (2019, 2021 and Microsoft 365 too), on Windows or Mac
- Google Sheets (free): upload the file to Google Drive and open it with Google Sheets
- Your phone: the Excel or Google Sheets app
- No macros, no add-ons, no subscription. 8,074 live formulas using standard functions only.

GOOD TO KNOW
- This is a record-keeping and estimating tool. It is not tax, legal or accounting advice. Check with your tax preparer. Depreciation figures are simple estimates.
- Line numbers follow the IRS Schedule E (Form 1040) Part I layout of the 2025 form (the same line numbers as the 2023 and 2024 forms). Forms can change, so check the form for your year.
- This is a digital download. Nothing will be shipped.
- Colorblind friendly: blue marks inputs and good results, orange means look at this. No red and green.
- Example addresses, tenants, payees and amounts are invented.
- Depreciation is a simple estimate: 27.5-year straight line with the mid-month convention (IRS Pub. 527 and 946). Appliances, carpet and furniture are 5-year property and are not calculated.
- Not included: bank feeds, tenant records, rent collection, royalties (line 4), rental loss limits, more than five properties.
- Questions: send a message through Etsy.