Rental Property Tracker Spreadsheet (Light + Dark)

Who paid rent this month, and who is late? What did each property earn after expenses this year? What is coming up next? This simple rental property tracker answers all three for a landlord with 1 to 20 units: a duplex, a few houses, maybe a short-term rental. Light and dark versions are both included.

You fill in Setup once, then add to two lists as you go: Rent Log (one row per payment) and Expenses (one row per cost). The Rent Roll, the Dashboard, the Property P&L and every total fill themselves. Each thing is typed once. No locked cells.

WHAT YOU GET · 5 FILES

• Rental-Property-Tracker.xlsx: your blank tracker (light), with common landlord expense categories already filled in
• Rental-Property-Tracker-Dark.xlsx: the same blank file in dark mode
• Rental-Property-Tracker-EXAMPLE.xlsx and Rental-Property-Tracker-Dark-EXAMPLE.xlsx: the same file filled with a made-up landlord, so you can click around first
• Rental-Property-Tracker-Quick-Start-Guide.pdf (4 pages): which file to open, the 3 steps, 7 simple rules with example rows, questions and answers, and your Google Sheets "Make a copy" links (light and dark)

9 TABS

• Start Here: three steps and short tips, with links to every tab
• Setup: your name, the year and currency symbol, grace days before rent is late; up to 20 properties (address, type, optional purchase date and monthly mortgage payment, next insurance renewal and property tax date); up to 40 leases (property, unit, tenant, monthly rent, due day, deposit, lease start and end, and an optional new rent from a date); expense categories with an optional yearly budget; payment methods
• Rent Roll: pick a month and see every lease with rent due, paid, balance and a status: Paid, Paid late, Partial, Due now, Late (in red) or Vacant
• Dashboard: pick a month and see rent collected, expected rent, collection rate, unpaid rent, expenses, net cash flow, vacant units and leases ending soon; a 12-month chart of income, expenses and cash flow; every property's income, expenses, mortgage and cash flow for the year to date
• Rent Log: one row per payment with date, tenant (pick from a list), amount, late fee, method and an optional "for month". Property, unit, month and on time or late fill themselves. 1,000 rows ready.
• Expenses: one row per cost with date, property (or All / shared), category, vendor, amount and a Receipt ✔. 1,000 rows ready.
• Property P&L: pick one property or all of them and see 12 months of rent, late fees, every expense category, net income and net cash flow, with year totals and your yearly budgets
• Leases & Dates: lease ends, insurance renewals and property tax dates, soonest first, plus the deposits you hold

Plus a Lists tab that fills the drop-downs by itself (no need to touch).

WHY IT'S SIMPLE

• Type each tenant once. Pick the name in Rent Log and the property, unit and rent follow.
• Late is clear: not paid in full after the due day plus your grace days turns the row red.
• Partial payments add up. Paid early for next month? Pick the month the payment is for.
• Type the mortgage payment once in Setup: cash flow takes it off every month.
• A tenant moves out? Keep the row and add the new tenant. Empty months show as Vacant.
• Short-term rental or laundry income? Add it as a "tenant" with no fixed rent.
• Deposits are listed apart and never counted as income.
• Nothing is locked. No passwords, no macros. Click any grey cell to see its formula.
• No video needed. The Start Here tab and the 4-page guide cover everything.

LIGHT AND DARK

• Both versions are in this download, with the same tabs and the same formulas. Pick the one you like.
• Light: a soft cream page. Type in the white boxes with a thin border.
• Dark: every tab is dark, the chart too. Type in the boxes with a thin border. Made for the screen: printing a dark tab uses a lot of ink.
• In both, grey cells fill themselves.

FROM THE EXAMPLE FILE

Made-up numbers, an example only. A landlord with 4 properties and 7 units: a duplex, a house, a triplex and a cabin rented by the night, from January to October 2026. In October, 6,580.00 rent came in against 7,140.00 due: one tenant paid part and one is late, so that row is red on the Rent Roll. A roof repair in April pushed repairs over their yearly budget. Your numbers will be different.

HOW IT WORKS

1. After checkout, click the download button on your order confirmation page. The same download link is also in your order confirmation email.
2. Open the quick-start guide. Use a Google Sheets link to make your own copy (light or dark), or open a blank .xlsx in Excel.
3. Setup, about 10 minutes: your properties, then one row per lease.
4. Log rent and costs as they happen: one row per payment, one row per cost.
5. Each month, pick the month on the Rent Roll to see who paid and who is late, and check the Dashboard.

COMPATIBILITY

• Google Sheets: use the "Make a copy" links in the guide (a free Google account is needed)
• Excel 2016 or newer on Windows (tested in Excel 2021)
• On a Mac? Use the Google Sheets copy
• Set it up on a computer. On a phone or tablet, open your copy in the free Google Sheets app to add entries and check it on the go. Phone web browsers show a read-only view.
• Not for Apple Numbers.
• Any currency: pick or type your currency symbol. It's a label only; nothing is converted.
• Ready for 20 properties, 40 leases, 1,000 payments and 1,000 costs. Copy the last row down for more payments or costs.

GOOD TO KNOW

• Digital download. No physical item will be shipped.
• For personal use only: use it for your own rentals. You may gift one copy to one person. Please don't share, resell or redistribute the files or the Google Sheets links beyond that.
• Not tax or legal advice. This spreadsheet is for your records. It does not calculate depreciation; talk to a tax professional about your taxes, and check your local rules on late fees and deposits.
• English only.
• Colors may look slightly different on different screens.
• ADHD-friendly by design: short steps, one place to type each thing, nothing hidden behind passwords.
• Designed with the help of AI tools, then checked by hand.
• Questions? Email us at lysansan24@gmail.com and we'll help.

MORE FROM OUR SHOP

Want a budget for your home money too? See our Simple Budget Spreadsheet, in light or dark mode. Rentals run like a small business: our Small Business Bookkeeping spreadsheet tracks sales and costs, and our Task & Project Tracker keeps every repair and to-do in one list.