Templates / Landlord Bookkeeping
Landlord Rental Property Bookkeeping Spreadsheet
Keep your rentals organised in one workbook: rent, late fees, security deposits, expenses, and a Schedule E summary at tax time.
$17
Buy on Ko-fi, $17Instant download: you get one .xlsx file. For Google Sheets, upload it to Google Drive and open it with Google Sheets. Digital item, so nothing is shipped. For personal or business use; please don't resell or share the file.
What's inside
- Start Here tab with settings: tax year, grace period, flat or percent late fee, optional late-fee cap
- Portfolio Dashboard: income, operating expenses, NOI, net profit, occupancy, rent owed, deposits held, leases ending within 60 days, plus a monthly income-vs-expenses chart and an occupancy chart
- Properties & Units: up to 10 properties and 20 units, with lease status (active, ending soon, expired, vacant)
- Rent Ledger: enter what's due and what's paid; days late, late fee, balance and status fill in automatically
- Security Deposits: received, refunded, kept for damages or applied to rent; deposit held per unit is calculated for you
- Expenses: assign each cost to a unit or to a whole property; each category maps to a Schedule E line
- Unit P&L: income, operating expenses, NOI, interest & depreciation, and net profit for every unit, plus a portfolio total
- Schedule E summary: lines 3 and 5-21 for each property, with two check cells that flag anything not assigned to a property
Good to know
- Works in Microsoft Excel, Google Sheets and LibreOffice. No macros or add-ons.
- NOI leaves out mortgage interest and depreciation; net profit includes them.
- Cash basis: income and expenses count in the year they're paid.
- Yellow cells are for typing; grey cells calculate.
This is a record-keeping tool, not tax or legal advice. Please confirm your Schedule E with a tax professional.
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Questions
How many properties does it handle?
Up to 10 properties and 20 units.
Are late fees calculated automatically?
Yes. Set a grace period and a flat or percent late fee (with an optional cap) on the Start Here tab, and the rent ledger works out days late, the late fee, the balance and the status.
Does it file my taxes?
No. It summarises Schedule E lines 3 and 5-21 for each property so your records are organised at tax time. It's a record-keeping tool, not tax advice; confirm your Schedule E with a tax professional.
Is it cash or accrual?
Cash basis: income and expenses count in the year they're paid.