Rental Property Tracker Spreadsheet

About this template

This rental property tracker puts the rent that was due and the rent that arrived on the same row, so arrears are a number rather than a feeling. It is a landlord spreadsheet for anyone with one unit or twenty who wants arrears and voids measured properly.

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).

Arrears and voids, kept apart

Arrears is the gap between what was due and what came in, calculated for each unit and for the whole portfolio. A void month owes nothing and counts against occupancy instead, so a quiet month and an unpaid month never look the same.

Enter a unit once

Each unit is entered once. Every rent row, every cost and every maintenance job points at it, which is how the per-property view works without anything being keyed in twice. A unit is whatever you let separately.

Eleven connected tabs

• Units: 60 rows
• Rent Schedule: 400 rows of what was owed, what arrived and the gap, a rent tracker by unit
• Income and Expenses: 400 rows each, every line pointed at a unit
• Property P&L: income, costs, net, margin and yield for each unit
• Tenancies: a tenant tracker showing who is in which unit, on what terms and until when
• Occupancy: let against void, per unit and per month
• Maintenance: reported, quoted, booked, done, and what it cost
• Dashboard: six live figures and every unit underneath
• Setup and Start Here

What it works out for you

• Arrears per unit and for the portfolio, calculated
• Occupancy per unit and per month, with voids counted
• What void months cost you, in money
• Yield per unit, against what you actually paid for it
• Tax to set aside, at your own rate
• Charts that redraw from your own numbers

For a property investor comparing units, the yield figure uses what you actually paid for each one.

You get four real spreadsheet files: Excel and Google Sheets, each filled with a worked year and each blank and ready for yours. Both versions are the same build, so the file you open looks like the photos whichever one you use.

Works with

• Microsoft Excel 2016, 2019, 2021 and Microsoft 365, on Windows and Mac, and LibreOffice. No Microsoft 365 subscription required.
• Google Sheets with a free Google account. No Google account is needed for the Excel files.
• No add-ins, no macros and no subscription

What you download

• The Excel workbook filled with a worked example, and 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. The Start Here tab walks you through setup in a few minutes. The files are for use on your own portfolio; please do not share or resell them. This is a record-keeping tool, not tax or legal advice. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Does it run in Excel and Google Sheets?

Yes. You download Excel files for Excel 2016 or later on Windows and Mac, and the instruction guide has one-click links to make Google Sheets copies with a free Google account.

How many properties can I track?

The Units tab has 60 rows, and a unit is whatever you let separately, so a house split into rooms can be several units.

How does it tell arrears from an empty unit?

A void month owes nothing and counts against occupancy, while arrears is the gap between what was due and what came in. The two are never mixed.

Can I track repairs?

Yes. The Maintenance tab follows each job from reported to quoted, booked and done, with what it cost, pointed at the unit.

Does it work out tax?

It works out tax to set aside at a rate you choose. It is a record-keeping tool, not tax or legal advice.