Ultimate UK Landlord Income & Expense Tracker

It's 7 November, your MTD update is due, and the receipts are in a shoebox. This tracker gets you out of that: see your rental profit, who is behind on rent and your next HMRC deadline on one screen.

Built for UK landlords with 1 to 20 properties. Add rent and costs as they happen (about 10 minutes a month). The tracker puts every cost in its SA105 box, adds up your Making Tax Digital quarters, flags late rent and estimates the tax to set aside. It does not send anything to HMRC.

▶ 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

• See your profit at a glance: income, costs, profit and tax to set aside for your share, this tax year
• Know who is behind on rent: Rent Check compares rent received with rent due each month. Part paid turns amber, missed rent turns red
• Enter regular costs once: mortgage interest, agent fees and service charges are posted every month, quarter, 6 months or year for you
• Never guess an MTD deadline: quarter-by-quarter and cumulative totals with the due date, days left and a status (Due soon, Ready to submit, Overdue…)
• Your SA105 boxes ready to copy: every cost goes into its box (24, 25, 26, 27, 28, 29, 36, and 44 for residential finance costs)
• Section 24 handled: residential mortgage interest is kept apart and the 20% tax credit is estimated
• £1,000 property allowance vs your actual costs, with the better option shown
• Find out if MTD applies to you: a quick check against the £50,000, £30,000 and £20,000 thresholds for 2026, 2027 and 2028
• Joint owners: record the full amounts, enter your share once, and every tax figure uses your share
• Mileage at HMRC rates (55p for the first 10,000 miles from 6 April 2026, then 25p; rates editable)
• A P&L for each property, a monthly summary and 4 charts
• Checks on every row: missing receipt, possible duplicate, missing property or category, date outside the tax year
• Health check on the first tab, so you know everything is set up

How it works (3 steps)

1. Set up once: tax year, tax rate, your properties, rent and regular costs (about 15 minutes)
2. Add things as they happen: rent and one-off costs, with a receipt reference
3. Check and copy: open the Dashboard to see what needs attention, and copy your MTD quarter figures into your MTD software

What's included

• UK-Landlord-Income-Expense-Tracker.xlsx: filled with fictional example data (5 properties) so you can see how it works
• UK-Landlord-Income-Expense-Tracker-BLANK.xlsx: an empty copy, ready for your own data
• Works in Google Sheets: upload the .xlsx to Google Drive and open it with 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
• This workbook keeps digital records. To send MTD quarterly updates you need HMRC-recognised software (or bridging software). This file is not HMRC-recognised software and does not submit anything to HMRC
• For individual landlords and joint owners (not limited companies). Cash basis. Capital allowances and losses brought forward are not modelled
• FAQ: Can I start mid-year? Yes. Enter what you have so far; the dashboard and MTD tabs update as you add rows
• FAQ: Does it work next tax year? Yes. Change the tax year on Settings and start a fresh copy of the BLANK file
• FAQ: Is the tax figure exact? No. It is an estimate to help you set money aside. Check with HMRC guidance or an accountant
• One licence for your own property business

DISCLAIMER

This workbook is a record-keeping and planning aid, not tax or accounting advice. It helps you keep digital records ready for Making Tax Digital for Income Tax, but it is not HMRC-recognised software and does not submit anything to HMRC. Tax estimates are simplified (no personal allowance or other income modelled). Box numbers follow the 2026 SA105 UK property pages; check the current HMRC guidance or ask an accountant before you file. All names and figures in the example file are fictional.

Licence: Licensed for use within one property 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.