Landlord Rent & Expense Tracker
One Excel workbook for owners of 1 to 10 rental units: who has paid, who is late and what the late fee is, the deposits you hold, profit per unit, and your expenses sorted into the Schedule E lines at tax time. No bank link, no account, no monthly fee.
Built for small landlords who keep their own books
- You own a duplex, a few houses or a small building and track rent in a notebook, a bank app or a half-finished sheet.
- You want one view of what was due, what came in and what is still owed, unit by unit.
- You would rather own a file than rent another monthly app.
What's inside
Start Here
Tax year, as-of date, late-fee rules (flat or percent, cap, grace days) and the category list. These settings drive every other tab.
Units & Leases
Rent roll for up to 10 units: tenant, lease dates, rent, due day and deposit, with 60 and 90 day lease-expiry flags and a rent-increase preview.
Rent Ledger
One row per unit and month: Paid, Paid late, Partial, Late or Due status, days late after the grace period, the late fee, prorated first-month rent and a running balance.
Expenses
Date, property, vendor and amount with a Schedule E category dropdown, a repair-or-improvement flag, a receipt reference and shared-cost splits by unit count.
Deposits
Held, deductions and refund due per tenant, reconciled to the balance of the account where you keep them.
P&L
Monthly profit per unit and per property, net operating income, physical vacancy and economic vacancy.
Schedule E
Per-property totals laid out under the 2025 Schedule E line labels, from rents received to income or loss, with a check that the total ties back to your ledger.
Yield & Summary
Simple yield and cash-on-cash from the price, cash invested and debt payments you enter, plus an annual summary.
Every tab comes pre-filled with made-up example data (four units, two properties, a late payment, a partial payment and a mid-month move-in) so you can see it work, then you overwrite it with yours. Formulas are unlocked and visible; edit anything.
What it does not do
- It is not tax or legal advice. The late-fee rules, deposit deadlines and anything else that depends on your state, city or lease are inputs you enter; the workbook does not know your local law.
- It has no depreciation schedule: the depreciation line on the Schedule E tab is a number you type in.
- It does not import bank files or collect rent online.
How delivery works
After checkout you are sent straight to a private download page with one file: Landlord-Rent-Expense-Tracker.xlsx. It opens in Excel. In Google Sheets, upload it with File > Import > Upload; we do not ship Google Sheets links, so check the example data after importing. Updates for new tax-year form labels are free for a year: your download link always serves the latest file.
FAQ
Is this tax advice?
No. It is a spreadsheet tool. The Schedule E tab uses the line labels from the IRS form as a way to sort your numbers; confirm treatment with a qualified preparer.
How many units does it handle?
Up to 10 units, 500 rent-ledger rows and 1,000 expense rows per workbook. Start a fresh copy for each tax year.
Does it work in Google Sheets?
Import the file via File > Import > Upload. The formulas use standard functions, but we build and test in Excel format, so check the example data after importing.
Something is wrong with my copy.
See support.
Free: Rent Due & Late Fee Calculator, one Excel tab. Confirm your email and the file arrives right away, plus an occasional note (at most one a week) on running a small rental. Unsubscribe in one click. Privacy.
Free landlord guides
A spreadsheet tool, not tax, legal or accounting advice. Example data is made up. Late-fee, deposit and notice rules vary by state, city and lease; check your own.