Pro UK Rent Arrears Tracker

A tenant who paid half in October, another two weeks behind on a weekly room, and a former tenant who still owes. This tracker shows every rent balance in one place: who owes what, how long it has been unpaid, and what to do next.

Made for UK landlords, HMO landlords and small letting agents. Add your tenancies once, log payments as they arrive and each time you chase, and the tracker works out balances, ageing, arrears levels and follow-ups, and fills in a polite arrears letter for you.

▶ Easy Start Here guide included – video tutorial coming to our YouTube channel

Works in Microsoft Excel and Google Sheets, with no macros.

What it does for you

• Tenancies: monthly, weekly, fortnightly or 4-weekly rent, with arrears brought forward, end dates for former tenants and a grace period
• Balances and ageing: rent due to date, paid to date, balance, oldest unpaid date, days overdue and a status (Up to date, Due, Late 1-30 up to Late 90+, In credit)
• Arrears levels as a guide: months owed, Ground 8 level (3 months or 13 weeks) and Universal Credit direct payment level (2 months)
• Persistent arrears: how many of the last 6 month-ends each tenancy was behind
• Action Log: reminders, calls, letters and payment plans, with a follow-up date and a status (overdue, due soon, planned or superseded)
• Next step for each tenancy, from chasing stages you can edit on Settings
• Arrears Report: every tenancy that owes money, largest first, with a filter for days overdue and current or former tenants
• Tenant Statement: rent due, payments and running balance for the last 52 rent periods, ready to print
• Arrears Letter: pick a tenancy and get a polite letter with the balance, oldest unpaid date, pay-by date, your payment details and free advice contacts
• Dashboard: totals, ageing, month-by-month collection, a "What needs your attention" list, a 6 month-end trend and 4 charts
• Up to 100 tenancies, 2,000 payments and 500 actions

How it works (3 steps)

1. Set up once: your settings and tenancies (about 10 minutes)
2. Log as you go: one row per payment, one row each time you chase
3. Check and act: open the Dashboard and Arrears Report, print a statement or letter when you need one

What's included

• Rent-Collection-Arrears-Tracker.xlsx: filled with fictional example data (12 tenancies, 177 payments, 10 actions) so you can see how it works
• Rent-Collection-Arrears-Tracker-BLANK.xlsx: an empty copy, ready for your own tenancies
• Works in Google Sheets: upload the .xlsx to Google Drive, right-click > Open with > Google Sheets, then File > Save as Google Sheets (tested: formulas and charts kept)
• Start-here.pdf: one-page quick-start guide, including how to open it in Google Sheets

Compatibility

• Microsoft Excel 2010 or newer (Windows & Mac) and Microsoft 365
• Google Sheets (free Google account). Set File > Settings > Locale to United Kingdom for £ and UK dates
• Not designed for Apple Numbers or mobile-only editing. A computer is recommended
• No macros, add-ons or subscriptions

Instant download

This is a digital product. Nothing physical will be shipped. Your download link appears straight after checkout and is also emailed to you. Stuck or have a question? Email info@phkmedia.co.uk and I'll gladly help you set it up.

Good to know

• Cream (pale yellow) cells are for your input. White and grey cells are worked out for you, and the sheets are protected (no password) so formulas are not overwritten by mistake
• A Health check on the Start Here tab and a Check/Status column on every log flag missing or odd entries
• Arrears levels follow gov.uk guidance for England (Renters' Rights Act, from 1 May 2026): Ground 8 needs at least 3 months' rent (rent paid monthly) or 13 weeks' rent (weekly or fortnightly) owed when notice is served and at the hearing, with 4 weeks' notice. Arrears caused by a Universal Credit payment not yet received do not count
• Grounds 10 (any arrears) and 11 (persistent late payment) are discretionary: a court decides. The tracker shows the facts; it does not decide which ground applies
• Universal Credit: a landlord can ask for the housing costs to be paid direct at 2 months' arrears
• 4-weekly rent is treated like weekly rent (13 weeks) for the Ground 8 level: check your own tenancy
• Payments are applied to the oldest rent first
• Dates show as DD/MM/YYYY
• FAQ: Does it send reminders or serve notices? No. It is a spreadsheet: open it weekly and the balances update to today's date
• FAQ: Does it work on a phone? You can view it in the Google Sheets app, but entering data is easiest on a computer

DISCLAIMER

This tracker is a record-keeping aid, not legal advice. Rules are England-focused; Wales, Scotland and Northern Ireland have their own. Get advice before serving any notice. All names and figures in the example file are fictional.

Licence: Licensed for use within one business. Please do not resell, share or redistribute the files.

AI disclosure: This template and its listing images were designed by PHK MEDIA LTD with the help of AI tools. All formulas were tested and the files were reviewed and finalised by the seller.

© PHK MEDIA LTD

Licence: Licensed for use within one business or household. You may edit and print the files for that business. You may not resell, share or upload them for others.