Rental Property Spreadsheet, Landlord Income and Expense Tracker, Schedule E Summary, Rent Ledger, 1-25 Properties, Google Sheets & Excel

A rental property spreadsheet for landlords with 1 to 25 properties: log rent and expenses, and your rent roll, cash flow, cap rate and a print-ready Schedule E summary update by themselves.
Made for US landlords and small real-estate investors, from one house or duplex to a mix of long-term and short-term rentals, who want tidy records and a simple hand-off at tax time.

WHAT'S INSIDE (12 tabs)
- Start Here: three steps and one color rule (yellow cells are where you type)
- Setup: tax year, mileage rate, late-fee rule, alert window and your own category lists, each mapped to an IRS Schedule E line
- Properties: up to 25 properties with address, type, units, purchase date and price, land value, cash invested, loan, monthly payment, insurance and property-tax dates, and a depreciation estimate
- Tenants & Leases: 150 lease rows with rent, due day, start and end dates, lease-expiry alerts and a security deposit ledger
- Rent Roll: a 12-month grid per lease showing paid, paid late, partial, unpaid and vacant months, rent due to date, balance owed and late fees under your rule
- Income: 1,500-row ledger; late rent flags itself, early payments can be assigned to the right month, nights for short-term bookings
- Expenses: 2,000-row ledger by property and category, with a repair vs capital improvement choice
- Mileage: drives per property, added to Schedule E line 6
- Property P&L: pick a property and see 12 months of income, expenses, NOI, debt service, cash flow and occupancy
- Portfolio P&L: all properties by month, plus a table with cap rate, cash-on-cash return, occupancy and estimated vacancy loss for each property
- Dashboard: 8 key numbers, income vs expenses by property, monthly cash flow, expenses by Schedule E line and a property scorecard
- Schedule E Summary: one print-ready page grouped by Schedule E line (3 to 21) for five properties at a time, with an all-properties column and memos for your accountant

HOW IT WORKS
1. Add your properties and leases: up to 25 properties, any number of units.
2. Record as you go: rent, other income, expenses and drives, picked from dropdowns.
3. Read your numbers: rent roll, P&L, dashboard and Schedule E summary fill themselves in. At tax time, print the summary for your accountant.

WHAT MAKES IT DIFFERENT
- Really 1 to 25 properties: every report, dropdown and the Schedule E summary handle property number 25 the same as number 1 (tested).
- Your file, fully editable: nothing is locked, hidden behind a password or view-only. Rename categories, change colors, add notes.
- Schedule E ready: every expense category maps to a Schedule E line, repairs are kept apart from capital improvements, and the summary groups everything by line for each property.
- Investor numbers, not just totals: NOI, debt service, cash flow, cap rate, cash-on-cash return, occupancy and vacancy loss per property.
- A rent roll that tells you who's late: color-coded months, late fees under your own rule, and what each tenant owes to date.
- Works the same everywhere: every formula was tested in LibreOffice with a sample portfolio and uses only functions that Excel and Google Sheets share. No macros.

FILE FORMAT
You receive one ZIP file containing:
- Rental_Property_Tracker.xlsx (Excel 2010 or later, Excel for Mac, LibreOffice)
- Quick_Start_Guide.pdf (6 pages)
Google Sheets: upload the .xlsx to Google Drive, right-click it and choose Open with Google Sheets. Formulas and dropdowns carry over; Google redraws the charts, so they may look slightly different.
Apple Numbers can open the file but is not supported.

Digital download, nothing is shipped.

Looking for the business side too? Our Small Business Bookkeeping & Profit/Loss spreadsheet uses the same layout and color rule.

Because this is a digital file, returns and exchanges aren't accepted. If something isn't working, message me and I'll help put it right.

Not tax advice. The workbook organizes your records; Schedule E line references and the depreciation estimate are a guide. Check current IRS rules and confirm how items are reported with your tax professional.

Designed by WrenWorks with AI assistance.