Landlord Rent Tracker

Rent is due on the first, and by the sixth you are doing archaeology: which unit paid, which one is "sending it Friday," and where did that repair bill land? This tracker keeps a small rental business in one Google Sheets file, 16 tabs, built for landlords with 1 to 10 units who want clean records instead of property-management software with a monthly bill. Properties & Units is your rent roll — property, unit, tenant, monthly rent, deposit held, lease dates, occupancy filled in for you. The Rent Log takes one row per unit per month, and Days Late and the Late Fee figure themselves: rent is due on the 1st, grace runs through the 5th, and a flat $50 fee applies after that — change the 50 in the formula once and every row follows your lease instead. Around that core, ten more tabs run the rest of the rental: a Tenant Directory with contacts and what each tenant has paid and still owes; a Lease Tracker with a live renewal countdown; a Security Deposit Tracker ($5,000 held in the sample book); a Maintenance & Work Log whose costs pull straight from your Expenses so the two never disagree; Utility Bills that show who pays what; a Late Payment Notices log; Vacancy & Turnover with rent lost figured from the lease dates; a Tax Summary in the shape of a Schedule E; an Annual Summary for the whole year; and a Property Documents Log with an expiry countdown.

The feature landlords kept asking other trackers for is built in: Mortgage Progress. Type a property's current balance when a statement arrives and its % paid off and progress bar update themselves — no separate loan spreadsheet, no mental math. The Dashboard runs off one "Month shown" cell: set it to the 1st of any month and expected rent, collected, outstanding, late fees, expenses, net, occupancy and profit per property are already totaled. The fictional sample book is a duplex and two houses in October 2026 — expected $5,000, collected $4,050, $950 outstanding, $50 in late fees, $625 of expenses, $3,425 net, occupancy 100%, and three mortgages sitting at 22.5%, 30.0% and 5.0% paid off, with one very late rent check in the mix. Across the two sample months the tenants have paid $9,050 in all, the tax-year rollup nets $8,295 across the three properties, and the vacancy log shows 38 quiet days and $1,323.33 of rent lost before the current tenants moved in. A record-keeping and organization tool — not financial, tax, or legal advice, and late-fee rules vary by lease and local law.

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.