Self-Storage Profit Tracker

Self Storage Profit Tracker Excel for your storage facility — rent roll by unit size, tenant payments, delinquency and auctions, and a monthly P and L dashboard. Know what every unit size actually earns — and whether the month actually made money.

Built for self-storage owners and facility managers who need to know, size by size and tenant by tenant, what occupancy is really worth, who is late, and what auctions actually recovered — without accounting software. If a unit size is sitting empty, this workbook shows it before the next rate change.

WHAT'S INCLUDED (6 sheets):

- Units and Rent Roll — unit size, total units, monthly rent, occupied and vacant units, occupancy percent, gross potential rent, actual rent collected, and vacancy loss for every unit size. Change a rent and the whole month updates.

- Tenants and Payments — tenant, unit, unit size, monthly rent, due day, date paid, amount paid, late fee, status, and balance due for a 20-tenant sample. Status and balance due fill in by formula.

- Delinquency and Auctions — tenant, unit, balance due, days late, late fees, status (30, 60, 90 days, lien, auctioned, written off), auction proceeds, and net loss. Net loss fills in by formula.

- Monthly P and L — revenue, property tax, insurance, utilities, maintenance, payroll, marketing, loan payment and other expenses by month, Jan-Dec, with net profit and margin. Revenue is the full rent roll plus late fees.

- Dashboard — total revenue, units, occupancy, gross potential vs actual rent, vacancy loss, expenses, net profit and margin, best and worst unit sizes, delinquent balances, and auction results.

- Cover and How to Use — start here. Yellow cells are the only ones you edit.

EXAMPLE DATA (October 2026 — replace with your own numbers):

- 358 units, 299 occupied, 59 vacant; occupancy 83.5 percent.

- Gross potential rent 48,042; actual rent collected 39,481; vacancy loss 8,561.

- Late fees 75; total revenue 39,556.

- Property tax 1,850, insurance 640, utilities 420, maintenance 890, payroll 3,400, marketing 310, loan payment 6,500, other 275; total expenses 14,285; net profit 25,271; net margin 63.9 percent.

- Best size by revenue: 10x10, 9,159. Worst occupancy: 10x30, 66.7 percent.

- Payment sample: 2,941 paid, 75 late fees, 59 balance due (one partial payment).

- Delinquency: 8 accounts, 1,498 balance due, 525 late fees, 210 auction proceeds, 437 net loss (one auction at a 208 loss, one write-off at 229).

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter each unit size's total units, monthly rent, and occupied units. Vacant units, occupancy, potential rent, actual rent and vacancy loss fill in by formula.

3. On sheet 2, add a row per payment: tenant, unit, size, rent, due day, date paid, amount paid, and late fee. Status and balance due fill in by formula.

4. On sheet 3, move any account past 30 days here: balance due, days late, late fees, status, and auction proceeds if it sells. Net loss fills in by formula.

5. On sheet 4, enter property tax, insurance, utilities, maintenance, payroll, marketing, loan payment and other expenses each month, then check occupancy and net profit on the Dashboard.

HOW THE NUMBERS WORK:

Occupancy percent is occupied units divided by total units. Gross potential rent is total units times monthly rent. Actual rent is occupied units times monthly rent. Vacancy loss is gross potential minus actual rent. Net profit is revenue minus property tax, insurance, utilities, maintenance, payroll, marketing, loan payment, and other expenses. Net loss on an auction is balance plus late fees minus auction proceeds.

WHO IT'S FOR:

Self-storage owners, facility managers, and anyone buying or running a storage facility who wants the rent roll, tenant payments, delinquency, and a monthly P and L in one workbook — without accounting software.

PLEASE NOTE:

- This is a digital download. No physical item will be shipped.

- Works in Microsoft Excel and Google Sheets (upload to Google Drive to open in Sheets).

- Example data for October 2026 is included (358 units, 10 unit sizes, 299 occupied, a 20-tenant payment sample, 8 delinquent accounts). Replace it with your own numbers.

- The example is simplified: sheet 2 is a 20-tenant sample of the 299 occupied units, not the whole facility — the P and L uses the full rent roll from sheet 1 plus the late fees. It has no vacancy reserve and no owner salary — add those lines on the P and L if they apply to your facility.

- This is a bookkeeping and planning tool only, not tax, legal, or CPA advice.

- Due to the nature of digital downloads, refunds are not available. Message me before buying if you have a question.

Built by an accountant: B.S. Accountancy, ASU W. P. Carey, with revenue-reconciliation experience at Marriott and audit work at PwC.