Rental Maintenance Tracker Spreadsheet

About this template

This rental maintenance tracker is for landlords and property managers who want every repair on one list until it is fixed. Log one row per request with the unit, issue, priority and contractor, and the days open are counted against the target for that priority, so anything left waiting stands out.

Please read: This is a tracker tool only, not financial, tax, legal, medical or any other professional advice or advisory service. It records and calculates what you enter; you are solely responsible for checking all figures, rates, dates and results and for every decision you make. By purchasing, downloading or using it, you accept these terms (your statutory consumer rights are not affected).

The dashboard

Choose all repairs or one kind, such as plumbing or electrical, and the page follows.

• Requests still open or scheduled, with emergencies counted
• Every open request, longest waiting first, with those past target in red
• Your cost and what others paid, by the month fixed
• Your cost for each unit and for each kind of repair over twelve months
• Average days to fix against the target for each priority
• How fast each contractor fixes things
• Recurring jobs overdue or due soon, and the upkeep falling due in each of the next twelve months

Every maintenance request

The Requests tab is your repair log and work order list: reported, scheduled and fixed dates, the unit, the issue, the priority, the contractor, the cost and who paid. Owner cost is kept separate from tenant or warranty cost.

Days open, against a target

Each priority has its own target number of days. Any request open past it is flagged.

Recurring upkeep

Filters, gutters, detectors and the rest are scheduled with the next date, and a twelve-month strip shows what is due when.

By unit and by contractor

The Units and Contractors tabs add up requests, emergencies, days to fix, on-target rate and cost over twelve months. It doubles as a contractor tracker and a landlord tracker for upkeep.

Seven connected tabs

Start Here, Setup, Requests, Recurring, Units, Contractors and Dashboard.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice
• Google Sheets with a free Google account. The Google Sheets version is a real workbook you take a copy of, not a PDF with a link in it.
• No dynamic arrays, no macros, no add-ins and no subscription

What you download

• The Excel workbook, filled with a worked example: fourteen months of repairs across eight units
• The same workbook, blank and ready for yours
• The instruction guide, which has one-click links to the Google Sheets versions (filled and blank)
• The terms of use as a PDF

Your files are ready to download as soon as payment clears. They are for personal and business use on your own devices, so please do not share or resell them. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Does it work in Google Sheets?

Yes. You get Excel workbooks for Excel 2016 or later on Windows or Mac, and the instruction guide has one-click links to copy the Google Sheets versions with a free Google account.

How does it flag slow repairs?

Each priority has its own target in days. The file counts how long every request has been open and flags anything past its target.

Can I record who paid for a repair?

Yes. Each request records the cost and who paid, keeping owner cost separate from tenant or warranty cost.

Can it remind me of regular upkeep?

Yes. The Recurring tab holds jobs like filters, gutters and detectors with the next date, and shows twelve months of upkeep at a glance.

Is there a filled example?

Yes. The example copy holds fourteen months of repairs across eight units, and a blank copy is included.