Landlord Tax Prep Organizer 2026: Rental Property Tax Checklist and 1099-NEC Tracker, Excel Google Sheets

Seller's description

★ 30-DAY MONEY-BACK GUARANTEE: if this template doesn't work for you, message us within 30 days of purchase for a full refund, no questions asked.

★ SAVE: this is 1 of 20 spreadsheets in the Complete Landlord Bundle, US edition etsy.com/listing/4599085170 or Canadian edition etsy.com/listing/4599064233

Get every document your rental tax return needs – before your accountant asks. List your rental properties, mark what happened this year (bought, sold, mortgage, short-term rental, co-owned, Quebec), and this workbook builds the checklist for each property, shows what's received, requested and still missing, works out which contractors need a 2026 Form 1099-NEC, counts down your tax deadlines and prints a one-page summary for your accountant. For landlords in the US (Form 1040 + Schedule E) and Canada (T1 + Form T776, with Quebec items), in Microsoft Excel and Google Sheets.

Built for up to 10 properties, 70 checklist items (48 built in – edit them or add your own), 40 contractors, 500 payments, 20 deadlines and 40 questions.

★ WHAT YOU GET
• CHECKLIST – 48 documents and tasks in 8 categories: last year's return and depreciation / CCA schedule, rent roll, 1099-MISC / 1099-K, short-term rental earnings, property tax, insurance, HOA / condo fees, utilities, repairs, contracts, management fees, Form 1098 or the year-end mortgage statement, HELOC interest, purchase and sale closing statements, land vs building split, improvements, 1099-NEC and W-9s, RL-31 and TP-128 (Quebec), co-owner shares, mileage, home office and more. Each item shows where to find it. Mark it Received, Requested or Not needed – once for the whole return, or once per property – and the progress column fills in.
• SMART ITEMS – US items show for US landlords and Canada items for Canadian landlords (the rest are greyed out). "Only if" items switch on just for the properties that need them: closing statements for a property you bought, the 1099-S for one you sold, Form 1098 for one with a mortgage, platform fees and personal-use days for a short-term rental, K-1s and owner shares for a co-owned one.
• CONTRACTORS + PAYMENTS – list everyone you paid (type and W-9 on file), log each payment and how you paid. For each contractor: paid in the tax year, the amount that counts toward the 1099-NEC (card and payment-app payments and store-bought goods are left out) and a status – 1099-NEC to send (W-9 on file), get a W-9 first, sent, under the threshold, or corporation – usually no 1099-NEC (law firms still count). The 2026 threshold of US$2,000 is in Settings.
• DEADLINES – the key dates for your tax year, built from the year and moved to Monday when they fall on a weekend: Q4 and Q1 estimates, 1099-NEC (Feb 1, 2027), Form 1065 / K-1, Form 1040 + Schedule E or extension, the extended return; in Canada RL-31 (Mar 1, 2027), instalments, T1 + T776 by Apr 30 and the Jun 15 self-employed date. Days left, due soon, overdue and done – plus your own dates.
• QUESTIONS – note questions for your accountant during the year; the open ones go on the summary.
• ACCOUNTANT SUMMARY – one printable page: your properties with this year's events, every missing document and which property it's missing for, contractors who need a 1099-NEC (or, in Canada, everyone you paid) and your open questions. Print it or save it as a PDF.
• DASHBOARD – documents needed, received, ready %, requested, still to get, days to the next deadline, overdue deadlines, 1099-NECs to send and W-9s missing; ready % by property and by category, with two charts.
• CHECK COLUMNS that flag missing names, unknown categories or options, bad statuses, duplicate contractors, payments to someone not on the list, text in amount or date cells and impossible deadline dates – the Dashboard counts them for you
• START HERE guide in plain English – set up in about 15 minutes

★ HOW IT WORKS
1. Download the .xlsx file instantly after purchase (Etsy › Purchases › Download Files).
2. Open in Excel – or upload to Google Drive and choose File › Save as Google Sheets.
3. Pick US or Canada, the tax year and your properties, clear the clearly marked SAMPLE data, then work down the checklist as documents arrive.

★ HOW THE NUMBERS WORK
An item counts when it's for your country (or both) and, for "Only if" items, the property is marked Yes for that condition. Ready % = documents received ÷ documents needed; Not needed items drop out and Requested items still count as missing. A contractor's 1099 total = services paid in the tax year by check, cash, bank transfer or other. Deadlines = month, day and year from the tax year (day 0 = the last day of the previous month), moved off Saturdays and Sundays. The as-of date is today unless you type one.

★ DETAILS
• Digital download – nothing will be shipped
• File: 1 × .xlsx (Excel 2010+ / Google Sheets; no macros, no add-ons, no subscription)
• For the 2026 tax year – change the year and threshold in Settings for later years
• Works with any currency label (USD, CAD …)
• Tested formula-by-formula against an independent model (US and Canada, Quebec, typed as-of dates, overdue deadlines, tax year 2025 with the old US$600 threshold, more than 40 missing items, cleared data and edge cases) – in LibreOffice and live in Google Sheets

★ AI DISCLOSURE
This template was designed by me with the help of AI tools (for drafting formulas, layout and text), then reviewed and tested before listing.

★ IMPORTANT
This is an organizing checklist, not tax, legal or accounting advice, and it doesn't prepare or file any return. It doesn't cover every situation. Forms, thresholds and deadlines change, and public holidays aren't moved – please confirm them with the IRS (irs.gov), the CRA (canada.ca), Revenu Québec or your tax professional. Whether you must file 1099-NECs for your rentals depends on whether your rental activity is a trade or business – ask your accountant. Don't store Social Security or SIN numbers in the file.

Licence: for your own properties. Please don't resell or share the file. Digital items can't be returned – but if anything doesn't work, message me and I'll fix it.