Rental Property Spreadsheet | Excel + Google Sheets | Landlord Rent, Expense and Maintenance Tracker

See rent payments entered, recorded expenses, and your monthly net summary in one rental property spreadsheet. Track rent due, remaining balances, maintenance, and lease dates alongside your income and expense records. Your download includes one editable Excel workbook with 11 tabs, a dashboard, and an annual summary, delivered in a ZIP file, plus a separate Google Sheets access PDF to make your own editable copy.

Digital download only. Spreadsheet software is required and is not included. This Property Management Spreadsheet is designed for landlords, rental property owners, and property managers who want a simple way to track rent, expenses, tenants, leases, maintenance, security deposits, vendors, and more. WHICH RENTAL TOOL FITS YOUR WORKFLOW?

Choose this Excel or Google Sheets workbook to enter rental records and calculate rent balances, payment status, and income/expense summaries. Our separate Landlord Organization Binder provides printable PDF worksheets and editable Word pages for manual recordkeeping. Choose the format that suits how you work. 🏡

WHAT’S INCLUDED

Your single workbook contains these 11 tabs:

• Start Here
• Properties & Units
• Tenant Directory
• Rent Tracker
• Expense Tracker
• Maintenance
• Lease Tracker
• Security Deposits
• Vendors
• Annual Summary
• Dashboard 📊 AUTOMATIC DASHBOARD The built-in dashboard helps you quickly view important information including:
• Total rental units
• Occupied units
• Vacant units
• Occupancy rate
• Monthly scheduled rent
• Outstanding rent balances
• Open maintenance items
• Leases approaching expiration
• Current-month rent collected
• Current-month expenses
• Net: rent payments entered minus expenses entered
• Monthly income, expense and net summary chart 📈 REVIEW RENT INCOME & EXPENSES See rent payments entered, recorded expenses, and the difference between them in the Dashboard and Annual Summary. Choose a year in Annual Summary to review monthly figures and yearly totals across your entered portfolio records.
• Net = rent payments entered minus expenses entered. Only amounts you record are included; this is not a complete investment-return or taxable-profit calculation.
• Rent payments are grouped by the Rent Tracker’s Month field, not Payment Date. For example, a payment entered against September appears in September’s summary even if received in October. Enter Month as a real date within the rent month.
• Expenses are grouped by the date entered in Expense Tracker. The Dashboard’s current-month figures use the spreadsheet’s current date.
• A cost entered only in Maintenance does not flow into the expense summary. Record that expense once in Expense Tracker if you want it included, and use Receipt / Ref # to identify the supporting document. 💰 RENT TRACKING Record rent charges, additional charges, payments and payment dates. The spreadsheet automatically calculates:
• Total amount due
• Remaining balance
• Paid, Partial or Unpaid status 💵 EXPENSE TRACKING Keep property expenses organized with categories for repairs, maintenance, utilities, insurance, taxes, supplies, cleaning, landscaping, professional services and more. 🔧 MAINTENANCE TRACKING Track maintenance requests from start to finish, including:
• Property and unit
• Issue description
• Priority
• Status
• Assigned vendor
• Scheduled and completed dates
• Cost
• Tenant notification 📅 LEASE MANAGEMENT Keep lease start and end dates organized and quickly identify leases approaching expiration. Also track renewal status, new rent amounts, and notice dates. 👥 TENANT & PROPERTY ORGANIZATION Keep important rental information together, including tenant contact details, unit information, monthly rent, lease dates, security deposits and property status. ✨ ALSO INCLUDED
• Security Deposit Tracker
• Vendor Contact Directory
• Annual Income & Expense Summary
• Helpful dropdown selections
• Automatic calculations
• Organized, professional layout
• Built-in instructions WHAT YOU CAN EDIT Enter your own property and unit details, tenant information, rent charges and payments, expenses, maintenance records, lease dates, deposits and vendor contacts. Use the existing dropdowns where provided. Formula cells calculate balances, rent status and summaries; keep those formulas in place when entering your information. DOWNLOAD &

GET STARTED

1. After payment is confirmed, use the download links sent to the email address you entered at checkout. Save both the ZIP file and the separate Google Sheets access PDF to your device. 2. Save the ZIP file, then unzip or extract it before opening the workbook. On Windows, right-click the ZIP and choose Extract All. On a Mac, double-click the ZIP. 3.

Open Property_Management_Spreadsheet.xlsx in Microsoft Excel or software compatible with .XLSX workbooks. For Google Sheets, open the separate access PDF and select Make a copy while signed in to your Google account. Software is not included; formatting can vary between applications. 4. Read the Start Here tab. Add each rental unit with a unique Unit ID, then enter your tenant and tracking information.

Keep Unit IDs and property names consistent across tabs. 5. Save your working copy and keep a clean copy of the original download for future use. QUICK QUESTIONS BEFORE YOU START Where do I begin? Read Start Here, then add one rental unit in Properties & Units with its own unique Unit ID. Use that same ID when adding the unit’s tenant, rent, expense and maintenance records.

Start with one unit before adding the rest. Can I track more than one property or unit? Yes. Keep each rental unit on its own row with a unique Unit ID, and use consistent property names and Unit IDs across tabs. The workbook includes a portfolio dashboard and annual summary. What do I enter, and what calculates? You enter property and tenant details, rent charges, payments actually received, expenses, maintenance updates and lease dates.

Existing formulas calculate rent totals, remaining balances, Paid/Partial/Unpaid status and summaries. Keep formula cells in place. Records and follow-up actions must be updated by you. Do I need Excel? Both Excel and Google Sheets versions are included. Use Microsoft Excel for the .XLSX workbook or the separate access PDF to make your own Google Sheets copy with a Google account.

Excel and Google Sheets copies do not sync. Software is not included. Does it collect rent or send reminders? No. It organizes information you enter; it does not collect payments or send tenant messages or reminders.

PLEASE NOTE

This is a

DIGITAL DOWNLOAD

. No physical product will be shipped. Your download includes a ZIP file containing an .XLSX spreadsheet and a separate Google Sheets access PDF. Spreadsheet software and versions may display or calculate some features differently. For the best experience, use software with strong Microsoft Excel .XLSX compatibility. This workbook is intended as an organizational tool and does not replace professional accounting, tax, financial, or legal advice.

Landlord-tenant requirements, security deposit rules, recordkeeping requirements, and other regulations vary by location. Always verify the requirements that apply to your properties. Simple Forms. Stronger Rentals.

Device compatibility

Download to your phone, tablet, or computer. Open the Excel workbook with a compatible spreadsheet app, such as Microsoft Excel. If Google Sheets is included, use the separate access PDF to make your own editable copy. A larger screen may be helpful for detailed spreadsheets and printing. ZIP files must be extracted before opening their contents.

Available features, layout, and printing options can vary by device and app. Software is not included.