Tenant Lease Tracker Spreadsheet

About this template

This tenant lease tracker keeps the calendar a landlord has to follow, not just the rent. Every lease date counts down from today, and the checks that repeat, such as an annual gas safety certificate, roll forward on their own cycle for as long as the tenancy runs.

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).

Lease events that roll forward

A certificate that is due every twelve months is not a date you type once. The Lease Events tab handles that for you.

• Twenty-six lease events across ten tenancies in the demo, every one counted down from today
• Recurring events roll forward on their own cycle: quarterly inspections, annual gas certificates, five-yearly electrical reports, deposit re-registrations and rent reviews
• Every date comes from the tenancy start on the Tenancies tab, so changing one start date moves all of that tenancy's dates with it

Compliance kept apart

Property compliance is counted separately from everything else. A fixed term that has ended and is now rolling month to month is normal. An expired gas safety certificate is not, and only that kind of overdue date turns red.

Rent, money and maintenance

The rest of this landlord spreadsheet covers the money side of each rental property. Everything recalculates from one list, so nothing is typed twice.

• A rent payment tracker: rent owed against rent arrived for each unit and month, with the gap shown
• Income and expenses, coded to the property
• Maintenance jobs recorded against the unit they belong to
• Profit and loss for each property, not averaged across them
• Every total, margin, percentage and date calculated for you
• Charts that redraw from your own numbers, not static pictures

Twelve connected tabs

A Start Here tab walks you through setup in a few minutes. The workbook covers setup, units, tenancies, lease events, the rent schedule, income, expenses, maintenance, property profit and loss, occupancy and a dashboard, so your rental bookkeeping and your dates live in the same file.

Works with

• Microsoft Excel 2016 or later, on Windows or Mac
• Google Sheets with a free Google account. The Google Sheets version is a real workbook, not a PDF with a link in it.
• No dynamic arrays, no macros and no add-ins, so it behaves the same on Excel 2016, 2019, 2021 and Microsoft 365 and in LibreOffice. No Microsoft 365 subscription is required.
• No subscription and no bank connection

What you download

• Two Excel files: a worked demo you can click through, and a blank one ready for your properties
• 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. Questions before or after you buy? Use our contact page and we will help.

Frequently asked questions

Does it work in Excel or Google Sheets?

Both. The Excel files run on Excel 2016 or later on Windows or Mac, and the instruction guide has one-click links to the Google Sheets versions for a free Google account.

Do I have to type every renewal date myself?

No. Lease dates come from the tenancy start date, and recurring events such as inspections, gas certificates and electrical reports roll forward on their own cycle.

How does it treat an overdue compliance check?

Compliance items are counted separately from ordinary renewals, and only an overdue compliance date turns red.

Can I see which tenants are behind on rent?

Yes. The rent schedule compares rent owed with rent received for each unit and month and shows the gap.

Does it give profit per property?

Yes. Income and expenses are coded to each property, and profit and loss is shown property by property.