Rental Property & Landlord Tracker – Excel Rent Roll, Income & Expense Log, Schedule E-Style Tax Summary

Keep every rental in one Excel file: who has paid, who is late, what you spent, and clean numbers for tax time. Made for small landlords with 1 to 10 properties. No app and no monthly fee.

What's inside (9 tabs):

• Rent Roll: a 12-month grid per lease. Green = paid, yellow = part paid, red = still unpaid after the due day plus your grace days, grey = no lease that month. Shows rent expected to date, collected and past due.
• Leases & Tenants: up to 40 leases with unit, tenant, contact, lease dates, rent, due day and deposit held. Status is automatic: Active, Ending soon (you choose how many days' warning), Ended, Month-to-month or Upcoming.
• Income: log rent, late fees, pet fees, laundry/parking and deposits. Pick the lease from a dropdown and the property fills in. Security deposits you hold are kept out of income. "Applies to month" handles January rent paid in December.
• Expenses: 800 rows with property, category, payee, method and a receipt-saved tick. Missing receipts are highlighted.
• Maintenance: requests and repairs with priority, who is on it, status, date done, cost and days open. Open urgent jobs turn red.
• Tax Summary: rents received and expenses for the year, per property, in categories that follow the expense lines of US Schedule E (Form 1040), lines 3 and 5–19. Mortgage principal and capital improvements are shown separately as non-deductible cash.
• Dashboard: occupancy, rental income, deductible expenses, net before depreciation, net cash flow, collection rate, past-due rent, leases ending soon, open jobs, missing receipts, deposits held, portfolio value and equity. Includes a per-property table, a monthly income vs expenses chart and expenses by category.
• Settings: up to 10 properties (units, purchase price, value, mortgage balance), tax year, grace days, editable expense categories and income types.
• Start Here: step-by-step instructions.

Comes with a made-up sample portfolio (a house, a duplex and a condo, with one tenant behind on rent) so you can see every feature working. Clear the shaded cells and add your own.

Works with any currency. Built for Excel 2016+ (Windows and Mac), Excel mobile, WPS and LibreOffice. Google Sheets can open it too, though charts may look slightly different. No macros. Every formula was recalculated and checked in LibreOffice, with the sample data and with all data cleared.

Please note: this is a record-keeping organizer, not tax or legal advice. It does not calculate depreciation; enter the figure your tax professional gives you. Outside the US, rename the categories to match your local return.

What you get: 1 × .xlsx file (9 tabs) + a quick-start guide (.txt). Instant download.

License: personal use. Please don't resell.