Property Management Profit Tracker

Property Management Profit Tracker Excel for your rental portfolio — rent roll by property, rent collection, maintenance work orders, and a monthly P and L dashboard. Know what every property actually earns — and whether the month actually made money.

Built for property managers and small landlords who need to know, property by property and tenant by tenant, what the fees cover, who paid, and which maintenance jobs came out of your pocket instead of the owner's — without accounting software. If one repair wipes out the month, this workbook shows why.

WHAT'S INCLUDED (6 sheets):

- Properties and Rent Roll — property, units, rent per unit, occupied and vacant units, occupancy percent, gross potential rent, actual rent collected, vacancy loss, management fee percent, and fee income for every property. Change a fee percent and the whole month updates.

- Rent Collection — tenant, property, rent due, amount paid, date paid, fee percent (pulled from sheet 1), management fee, late fee, and balance due for a 20-tenant sample. Fee percent, management fee and balance due fill in by formula.

- Maintenance and Repairs — work order, property, vendor, category, cost, whether it was billed to the owner, net cost to the manager, date, and status. Owner-billed work is a pass-through, not your expense.

- Monthly P and L — revenue, software, office, mileage, marketing, insurance, maintenance (manager-paid only), contractor and other expenses by month, Jan-Dec, with net profit and margin. Revenue is the full fee income plus late fees.

- Dashboard — total revenue, properties, units, occupancy, rent collected, vacancy loss, fee income, maintenance split, expenses, net profit and margin, best and worst properties, and the biggest job.

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

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

- 8 properties, 69 units, 61 occupied, 8 vacant; occupancy 88.4 percent.

- Gross potential rent 85,880; actual rent collected 76,220; vacancy loss 9,660.

- Management fee income 6,646.60; late fees 50; total revenue 6,696.60.

- Software 180, office 240, mileage 320, marketing 150, insurance 210, maintenance (manager-paid) 3,060, contractor / admin 900, other 175; total expenses 5,235; net profit 1,461.60; net margin 21.8 percent.

- Best property by fee income: Palo Verde Apartments, 1,097.60. Worst occupancy: Agave Small Apartments, 75.0 percent.

- Collection sample: 25,690 rent due, 25,540 paid, 2,242.20 fees earned, 50 late fees, 150 balance due (one partial payment).

- Maintenance: 16 work orders totaling 6,900 — 3,840 billed to owners, 3,060 paid by the manager. Biggest job: WO-102, Palo Verde HVAC compressor, 2,400, not owner-billed.

HOW IT WORKS:

1. Download the Excel file instantly after purchase.

2. On sheet 1, enter each property's units, rent per unit, occupied units, and management fee percent. Vacant units, occupancy, potential rent, actual rent, vacancy loss and fee income fill in by formula.

3. On sheet 2, add a row per payment: tenant, property (spelled exactly as on sheet 1), rent due, amount paid, date paid, and late fee. Fee percent, management fee and balance due fill in by formula.

4. On sheet 3, log every work order with its cost and whether it was billed to the owner. Net cost to the manager fills in by formula — only that part hits your P and L.

5. On sheet 4, enter software, office, mileage, marketing, insurance, maintenance, contractor and other expenses each month, then check fee income and net profit on the Dashboard.

HOW THE NUMBERS WORK:

Occupancy percent is occupied units divided by total units. Fee income is actual rent collected times the management fee percent. Net cost to the manager is 0 if the work was billed to the owner, otherwise the full cost. Net profit is revenue minus software, office, mileage, marketing, insurance, maintenance (manager-paid only), contractor, and other expenses. Owner-billed maintenance is a pass-through and never hits your P and L.

WHO IT'S FOR:

Property managers, small landlords, and anyone managing rentals for others who wants the rent roll, rent collection, maintenance split, 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 (8 properties, 69 units, 61 occupied, a 20-tenant collection sample, 16 work orders). Replace it with your own numbers.

- The example is simplified: sheet 2 is a 20-tenant sample of the 61 occupied units, not the whole portfolio — the P and L uses the full fee income from sheet 1 plus the late fees. It has no owner salary and no maintenance reserve — add those lines on the P and L if they apply to your business.

- 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.