Landlord Rental Portfolio Tracker

Eight units, three rent checks in an envelope somewhere, and one tenant who swears they paid. Who is short this month? Which unit quietly ate its profit in repairs? And after expenses and management — what did the portfolio actually keep? This tracker runs the whole portfolio in one file, 7 tabs, and it comes in two formats: the Google Sheets version via the copy link in the delivery PDF, and an Excel .xlsx with the same tabs and the same live formulas. Start Here holds your two settings — the late fee and your management fee % — and every fee figure in the book follows them. Properties & Units is the whole portfolio in one register — room for 41 units across 11 properties and more: property name, address, type, market rent, tenant, lease end, status.

The Rent Roll takes one row per unit per month and figures the rest itself: Balance = Rent Due − Paid, any unit carrying a balance picks up the late fee (the sample starts at $50, once per unit per month, the way most leases read), and status reads PAID, PARTIAL, UNPAID or VACANT on its own. Expenses & Repairs ties every bill to its unit, so a unit's true cost is never a guess, and Monthly P&L nets the month by itself — collected rent plus late fees, minus expenses and your management fee, which is figured on what was actually collected, so a short month costs you less. The 5-Year Trend rolls the same logs up by calendar year — charged, collected, expenses, net, collection rate and growth — and a full Instructions Guide tab walks through setup and the monthly routine. The fictional sample book is Harbor View Rentals, October 2026: the register holds all 41 units (15 properties in the sample), the 8 leased units (7 occupied, 1 vacant) carry October's rows — $11,525 charged, $9,550 collected, $1,975 still owed, one tenant part-paid and still owing $600, one paid nothing at all, and the vacant unit eating a turnover bill — while the other 33 units wait in the register as expansion room. A record-keeping and organization tool — not financial, tax, or legal advice.

Transparency note: this spreadsheet was designed with AI assistance, then hand-built and formula-tested by our shop.

What you receive is the finished spreadsheet file, delivered instantly at checkout as a PDF containing your Google Sheets copy link. Open it, choose "Make a copy," and the file is yours. It runs in Google Sheets on a free Google account — nothing to install — and the sample data is included so you can see the formulas work. If a file ever breaks, you receive a corrected copy of the file free. This is a digital product — no physical item will be shipped.