Free rental property spreadsheet
If you own one or a few rentals, this spreadsheet keeps the money side in one file. List your units and tenants on the rent roll, type every rent payment and bill into the ledger, and the sheet works out what each property brought in, what it cost and what was left. The category totals give you a tidy summary to hand over at tax time.
Pro Want late-rent flags, deposit deadlines and a year-end report per property? See Rental Property Pro →| Ledgerrowsandcells.com | |||||||
| Rent roll, income and expenses, and the net for each property.Free template | |||||||
| Date | Property | Unit | Category | Description | Money in | Money out | |
|---|---|---|---|---|---|---|---|
| Jan 1, 2026 | Maple Duplex | Unit A | Rent | Rent, Kim | $1,250.00 | ||
| Jan 2, 2026 | Maple Duplex | Unit B | Rent | Rent, Ortiz | $1,150.00 | ||
| Jan 3, 2026 | Oak Street House | House | Rent | Rent, Brooks | $1,850.00 | ||
| Jan 5, 2026 | Maple Duplex | Mortgage interest | Mortgage, interest part | $1,063.20 | |||
| Jan 5, 2026 | Oak Street House | Mortgage interest | Mortgage, interest part | $770.60 | |||
| Jan 14, 2026 | Maple Duplex | Insurance | Landlord policy, yearly | $1,840.00 | |||
| Jan 20, 2026 | Oak Street House | Insurance | Landlord policy, yearly | $1,325.00 | |||
| Feb 1, 2026 | Maple Duplex | Unit A | Rent | Rent, Kim | $1,250.00 | ||
| Feb 2, 2026 | Maple Duplex | Unit B | Rent | Rent, Ortiz | $1,150.00 | ||
| Feb 3, 2026 | Oak Street House | House | Rent | Rent, Brooks | $1,850.00 | ||
| Feb 5, 2026 | Maple Duplex | Mortgage interest | Mortgage, interest part | $1,061.40 | |||
| Feb 5, 2026 | Oak Street House | Mortgage interest | Mortgage, interest part | $769.20 | |||
| Feb 11, 2026 | Maple Duplex | Unit A | Repairs | Kitchen faucet replaced | $238.40 | ||
| Feb 26, 2026 | Maple Duplex | Legal and professional | Tax prep, last year | $425.00 | |||
| Mar 1, 2026 | Maple Duplex | Unit A | Rent | Rent, Kim | $1,250.00 | ||
| Mar 3, 2026 | Oak Street House | House | Rent | Rent, Brooks | $1,850.00 | ||
| Mar 5, 2026 | Maple Duplex | Mortgage interest | Mortgage, interest part | $1,059.60 | |||
| Mar 5, 2026 | Oak Street House | Mortgage interest | Mortgage, interest part | $767.80 | |||
| Mar 9, 2026 | Maple Duplex | Unit B | Rent | Rent, Ortiz (paid late) | $1,150.00 | ||
| Mar 9, 2026 | Maple Duplex | Unit B | Late fee | Late fee, March | $50.00 | ||
| Mar 31, 2026 | Maple Duplex | Utilities | Water and sewer, Q1 | $312.55 | |||
| Apr 1, 2026 | Maple Duplex | Unit A | Rent | Rent, Kim | $1,250.00 | ||
| Apr 2, 2026 | Maple Duplex | Unit B | Rent | Rent, Ortiz | $1,150.00 | ||
| Apr 3, 2026 | Oak Street House | House | Rent | Rent, Brooks | $1,850.00 | ||
| Apr 5, 2026 | Maple Duplex | Mortgage interest | Mortgage, interest part | $1,057.80 | |||
| Apr 5, 2026 | Oak Street House | Mortgage interest | Mortgage, interest part | $766.40 | |||
| Apr 15, 2026 | Maple Duplex | Property tax | First half | $2,710.00 | |||
| Apr 15, 2026 | Oak Street House | Property tax | First half | $2,045.00 | |||
| May 1, 2026 | Maple Duplex | Unit A | Rent | Rent, Kim | $1,250.00 | ||
| May 2, 2026 | Maple Duplex | Unit B | Rent | Rent, Ortiz | $1,150.00 | ||
| May 3, 2026 | Oak Street House | House | Rent | Rent, Brooks | $1,850.00 | ||
| May 5, 2026 | Maple Duplex | Mortgage interest | Mortgage, interest part | $1,056.00 | |||
| May 5, 2026 | Oak Street House | Mortgage interest | Mortgage, interest part | $765.00 | |||
| May 18, 2026 | Oak Street House | House | Repairs | Furnace service | $189.00 | ||
| Jun 1, 2026 | Maple Duplex | Unit A | Rent | Rent, Kim | $1,250.00 | ||
| Jun 2, 2026 | Maple Duplex | Unit B | Rent | Rent, Ortiz | $1,150.00 | ||
| Jun 3, 2026 | Oak Street House | House | Rent | Rent, Brooks | $1,850.00 | ||
| Jun 5, 2026 | Maple Duplex | Mortgage interest | Mortgage, interest part | $1,054.20 | |||
| Jun 5, 2026 | Oak Street House | Mortgage interest | Mortgage, interest part | $763.60 | |||
| Jun 30, 2026 | Maple Duplex | Utilities | Water and sewer, Q2 | $334.10 | |||
| Jul 1, 2026 | Maple Duplex | Unit A | Rent | Rent, Kim | $1,250.00 | ||
| Jul 3, 2026 | Oak Street House | House | Rent | Rent, Brooks | $1,850.00 | ||
| Jul 5, 2026 | Maple Duplex | Mortgage interest | Mortgage, interest part | $1,052.40 | |||
| Jul 5, 2026 | Oak Street House | Mortgage interest | Mortgage, interest part | $762.20 | |||
| Jul 6, 2026 | Maple Duplex | Unit B | Cleaning and maintenance | Move-out clean | $280.00 | ||
| Jul 12, 2026 | Maple Duplex | Unit B | Repairs | Paint and patch walls | $645.00 | ||
| Jul 14, 2026 | Maple Duplex | Unit B | Advertising | Rental listing | $39.99 | ||
| Aug 1, 2026 | Maple Duplex | Unit A | Rent | Rent, Kim | $1,250.00 | ||
| Aug 1, 2026 | Maple Duplex | Unit B | Rent | Rent, Patel | $1,195.00 | ||
| Aug 3, 2026 | Oak Street House | House | Rent | Rent, Brooks | $1,850.00 | ||
| Aug 5, 2026 | Maple Duplex | Mortgage interest | Mortgage, interest part | $1,050.60 | |||
| Aug 5, 2026 | Oak Street House | Mortgage interest | Mortgage, interest part | $760.80 | |||
| Aug 22, 2026 | Oak Street House | House | Cleaning and maintenance | Gutter cleaning | $150.00 | ||
| Sep 1, 2026 | Maple Duplex | Unit A | Rent | Rent, Kim | $1,250.00 | ||
| Sep 1, 2026 | Maple Duplex | Unit B | Rent | Rent, Patel | $1,195.00 | ||
| Sep 3, 2026 | Oak Street House | House | Rent | Rent, Brooks | $1,850.00 | ||
| Sep 5, 2026 | Maple Duplex | Mortgage interest | Mortgage, interest part | $1,048.80 | |||
| Sep 5, 2026 | Oak Street House | Mortgage interest | Mortgage, interest part | $759.40 | |||
| Sep 30, 2026 | Maple Duplex | Utilities | Water and sewer, Q3 | $351.80 | |||
| Oct 1, 2026 | Maple Duplex | Unit A | Rent | Rent, Kim | $1,250.00 | ||
| Oct 1, 2026 | Maple Duplex | Unit B | Rent | Rent, Patel | $1,195.00 | ||
| Oct 3, 2026 | Oak Street House | House | Rent | Rent, Brooks | $1,850.00 | ||
| Oct 5, 2026 | Maple Duplex | Mortgage interest | Mortgage, interest part | $1,047.00 | |||
| Oct 5, 2026 | Oak Street House | Mortgage interest | Mortgage, interest part | $758.00 | |||
| Oct 15, 2026 | Maple Duplex | Property tax | Second half | $2,710.00 | |||
| Oct 15, 2026 | Oak Street House | Property tax | Second half | $2,045.00 | |||
| Oct 16, 2026 | Oak Street House | House | Supplies | Smoke alarm batteries | $24.97 | ||
| Rent Rollrowsandcells.com | |||||||||
| Type in the cream cells. Shaded cells are formulas and fill in on their own.Free template | |||||||||
| Property | Unit | Tenant | Monthly rent | Lease start | Lease ends | Deposit held | Rent received | Months paid | |
|---|---|---|---|---|---|---|---|---|---|
| Maple Duplex | Unit A | Jordan Kim | $1,250.00 | Sep 1, 2024 | $1,250.00 | $12,500.00 | 10 | ||
| Maple Duplex | Unit B | Priya Patel | $1,195.00 | Aug 1, 2026 | Jul 31, 2027 | $1,195.00 | $3,585.00 | 3 | |
| Oak Street House | House | Sam Brooks | $1,850.00 | May 1, 2025 | Apr 30, 2027 | $1,850.00 | $18,500.00 | 10 | |
| By Propertyrowsandcells.com | |||||||
| Worked out from your other tabs. Shaded cells are formulas: nothing to type here.Free template | |||||||
| Property | Units | Monthly rent | Money in | Money out | Net | Share kept | |
|---|---|---|---|---|---|---|---|
| Maple Duplex | 2 | $2,445.00 | $23,035.00 | $20,437.84 | $2,597.16 | 11.3% | |
| Oak Street House | 1 | $1,850.00 | $18,500.00 | $13,421.97 | $5,078.03 | 27.4% | |
| Total | 3 | $4,295.00 | $41,535.00 | $33,859.81 | $7,675.19 | 18.5% | |
| By Monthrowsandcells.com | |||||
| Worked out from your other tabs. Shaded cells are formulas: nothing to type here.Free template | |||||
| Month | Money in | Money out | Net | ||
|---|---|---|---|---|---|
| January 2026 | $4,250.00 | $4,998.80 | -$748.80 | ||
| February 2026 | $4,250.00 | $2,494.00 | $1,756.00 | ||
| March 2026 | $4,300.00 | $2,139.95 | $2,160.05 | ||
| April 2026 | $4,250.00 | $6,579.20 | -$2,329.20 | ||
| May 2026 | $4,250.00 | $2,010.00 | $2,240.00 | ||
| June 2026 | $4,250.00 | $2,151.90 | $2,098.10 | ||
| July 2026 | $3,100.00 | $2,779.59 | $320.41 | ||
| August 2026 | $4,295.00 | $1,961.40 | $2,333.60 | ||
| September 2026 | $4,295.00 | $2,160.00 | $2,135.00 | ||
| October 2026 | $4,295.00 | $6,584.97 | -$2,289.97 | ||
| November 2026 | $0.00 | $0.00 | $0.00 | ||
| December 2026 | $0.00 | $0.00 | $0.00 | ||
| Year total | $41,535.00 | $33,859.81 | $7,675.19 | ||
| Categoriesrowsandcells.com | |||||
| Type in the cream cells. Shaded cells are formulas and fill in on their own.Free template | |||||
| Category | Type | Total this year | |||
|---|---|---|---|---|---|
| Rent | Income | $41,485.00 | |||
| Late fee | Income | $50.00 | |||
| Other income | Income | $0.00 | |||
| Advertising | Expense | $39.99 | |||
| Cleaning and maintenance | Expense | $430.00 | |||
| Insurance | Expense | $3,165.00 | |||
| Legal and professional | Expense | $425.00 | |||
| Management fees | Expense | $0.00 | |||
| Mortgage interest | Expense | $18,194.00 | |||
| Property tax | Expense | $9,510.00 | |||
| Repairs | Expense | $1,072.40 | |||
| Supplies | Expense | $24.97 | |||
| Utilities | Expense | $998.45 | |||
| Other expense | Expense | $0.00 | |||
| Total income | $41,535.00 | ||||
| Total expenses | $33,859.81 | ||||
| Not in this list | $0.00 | ||||
What's inside
- A rent roll with each unit, tenant, monthly rent, lease dates and deposit, plus the rent each tenant has paid since their lease started
- One ledger for every dollar in and out, tagged by property, unit and category
- Money in, money out and net for each property, with the share of income you keep
- A month-by-month view of rental income and expenses for the whole year
- Category totals in the usual rental expense groups, ready for your tax preparer
- Works in Google Sheets and Excel
How to use it
Download your copy
Click "Free download" to save the .xlsx file. It opens in Excel, or in Google Sheets: open a blank sheet (sheets.new) and choose File, then Import, then Upload.
Fill in the rent roll
On the Rent Roll tab, add one row per unit: the property name, a unit name (Unit A, House, 4C), the tenant, the monthly rent, lease dates and the deposit you hold. Delete the sample rows first.
List your properties
On the By Property tab, type each property name in column A exactly as you wrote it on the rent roll. Copy the formulas down if you have more than two, and stretch the Total row to include them.
Log money as it moves
On the Ledger tab, add a row each time rent comes in or you pay a bill: the date, property, unit (leave it blank for costs that cover the whole building), a category, a short description and the amount in Money in or Money out.
Use the category list
Pick categories from the Categories tab so everything adds up. The Not in this list line at the bottom shows any amount whose category is spelled differently, so you can fix it.
Check the totals
By Property shows the net for each rental, By Month shows the year month by month, and Categories gives the yearly totals by type of income and expense.
Tips
Split the mortgage payment
Your loan statement shows how much of each payment was interest. Log the interest as Mortgage interest. Keep the principal part out of the expense list, or give it its own category, and ask your tax preparer how they want it.
Keep deposits separate
A security deposit is money you hold for the tenant, so it goes in the Deposit column of the rent roll, not in the ledger as income. Check your state or local rules on where to keep it and when to return it.
Log rent the day it lands
Use the date the money reached your account. Then the ledger matches your bank statement and you can spot a missed payment quickly.
Snap receipts as you go
Put the receipt number or a file name in the description. At year end you can find the paper behind every expense in minutes.
One file per year
At the start of a new year, make a copy, clear the ledger and keep the rent roll. Last year's file stays as your record.
Questions
How do I make a spreadsheet for rental property?
Start with three lists: a rent roll (units, tenants, rent, lease dates), a ledger of every payment in and out tagged by property, and a summary that totals the ledger by property and month. This template has all three set up with the formulas done.
Does this work in Excel?
Yes. It's an .xlsx file, so it opens in Excel as is. The same formulas work in Google Sheets after you import it.
What expenses should a landlord track?
The usual groups are advertising, cleaning and maintenance, insurance, legal and professional fees, management fees, mortgage interest, property taxes, repairs, supplies and utilities. The Categories tab lists them, and you can rename or add your own. Your tax preparer can tell you which ones matter for your return.
Can I track more than one property?
Yes. Every ledger row has a property column, so one file covers all your rentals. Add each property to the By Property tab to see its own totals.
How do I track late or missed rent?
Compare Rent received on the rent roll with the monthly rent times the months so far. The Pro version does this for you, with a paid, late, partial or unpaid flag for every unit and month.
Is this rental property spreadsheet free?
Yes. Download the .xlsx file and open it in Excel or Google Sheets. No sign-up needed.
Pro version
Rental Property Pro
A landlord workbook that shows who has paid each month, what each property earns and what to hand your tax preparer, from one ledger.
See who has paid at a glance
Rent Tracker marks every lease and month as Paid, Late, Partial, Unpaid or Due, using your rent due day and grace days. Balances owed show on the Rent Roll.
Type every dollar in one place
Rent, bills and mortgage payments all go on the Ledger with dropdowns for property, unit and category. Every other tab works itself out, and a check column flags typos.
Never miss a lease or deposit date
Leases ending within your warning window are flagged, and each deposit shows where it's held and when it has to go back after move-out.
Know what each property earns
By Property breaks every category down per rental, with net operating income, net cash flow, and cap rate and cash-on-cash estimates from the values you enter.
Hand over a clean year-end summary
Pick a property and the Year-End Report lists income and expenses by category with entry counts, ready to share with your tax preparer. It organizes your records; it isn't tax advice.
Set it up once
Properties, units, categories and payment methods live on Setup. Add a unit or rename a category and every dropdown, report and chart follows.
| Free | Pro |
|---|---|
| One row per unit | One row per lease, so tenant history stays right |
| Rent received total | Paid, late, partial and unpaid for every month |
| Net per property | NOI, cash flow, cap rate and cash-on-cash estimates |
| Category totals for all properties | Year-end report for one property at a time |
| · | Dashboard with a month picker and charts |
| · | Lease end warnings |
| · | Deposit tracker with return-by dates |
| · | Month-by-month cash flow for one property or all |
$29 one-time
10 tabs: Start Here, Dashboard, Ledger, Rent Roll, Rent Tracker, Deposits, By Property, Cash Flow, Year-End Report and Setup. You get two copies: one filled in with a sample portfolio of three rentals so you can see it working, and a blank one ready for your own properties.
Buy now- Instant download after checkout
- Works in Google Sheets and Excel
- Yours to keep and reuse every year