Rental Property & Landlord System

Description

Rental Property & Landlord Spreadsheet System — Google Sheets & Excel Landlord Template for Up to 50 Properties | Rent Tracker, Tenant Ledger, Lease Tracker, Expense & Mileage Log, Maintenance Log, 7 Dashboards, Accountant-Ready Tax Summary

What’s Included (your download)

• Rental-Landlord-System.xlsx — the blank workbook: 16 sheets, registers for up to 50 properties and 200 units, logs pre-built for 100 leases, 400 income rows, 500 expense rows, 500 tenant-ledger rows, 100 mileage trips and 200 maintenance jobs
• Rental-Landlord-System-SAMPLE.xlsx — the same workbook filled with a fictional landlord, “Harbour View Rentals” (4 properties, 8 units, records from Nov 2024 to Sep 2026 — $113,378 of rent and charges received), every formula live, so you can see exactly what “done” looks like before you type a number
• Quick-Start-Guide.pdf — 6 pages: 10-minute setup, sheet-by-sheet walkthrough, the monthly 15-minute routine, the calm year-end, receipts, and troubleshooting
• Rent-Receipt-Letter.pdf + Rent-Receipt-A4.pdf — printable rent receipts, two per page with a cut line, in both paper sizes
• Free updates — if we release an improved version, buyers get the updated files free (house policy)

Product Details

Overview

One integrated workbook that runs the records side of a rental portfolio — no property-management software, no monthly subscription, no shoebox. You list your properties and units once on the Setup sheet, add each tenancy to the Lease Tracker, and from then on the system watches the things landlords lose track of: lease end dates approaching, which tenant actually owes what, which property quietly eats its own profit, and what the year looks like when your accountant asks. In the included SAMPLE — a fictional four-property landlord — the workbook shows $66,123 of income received in 2026 against $40,201.84 of operating expenses, a net operating result of $25,871.46, a 98.9% collection rate, $7,095 of deposits held, and exactly one tenant $760 in arrears, named and visible, instead of discovered in March.

What’s Included

• Rental-Landlord-System.xlsx — the blank workbook: 16 sheets, registers for up to 50 properties and 200 units, logs pre-built for 100 leases, 400 income rows, 500 expense rows, 500 tenant-ledger rows, 100 mileage trips and 200 maintenance jobs
• Rental-Landlord-System-SAMPLE.xlsx — the same workbook filled with a fictional landlord, “Harbour View Rentals” (4 properties, 8 units, records from Nov 2024 to Sep 2026 — $113,378 of rent and charges received), every formula live, so you can see exactly what “done” looks like before you type a number
• Quick-Start-Guide.pdf — 6 pages: 10-minute setup, sheet-by-sheet walkthrough, the monthly 15-minute routine, the calm year-end, receipts, and troubleshooting
• Rent-Receipt-Letter.pdf + Rent-Receipt-A4.pdf — printable rent receipts, two per page with a cut line, in both paper sizes
• Free updates — if we release an improved version, buyers get the updated files free (house policy)

Key Benefits

• Arrears stop hiding — the Tenant Ledger keeps a running balance per tenant; the Annual Dashboard shows billed vs collected and the exact amount still outstanding
• Lease endings stop surprising you — status and days-left calculate themselves, and the at-a-glance counts tell you how many leases need attention this month
• Capital stops distorting your year — flag a roof or a boiler once, and every dashboard and the Tax Summary keep it apart from running costs automatically
• Properties compare fairly — per-unit income and net on the Comparison Dashboard mean a four-unit block and a single house can finally be judged side by side
• Tax time becomes a handover, not an excavation — one summary page, organised the way accountants ask for it, with a checklist of the documents to attach
• One honest capacity, stated up front — structured and tested for up to 50 properties and 200 units; the sample itself runs 4 properties and 8 units across two years of real-shaped records

Who Is This For?

• Independent landlords with 1–50 properties — houses, duplexes, small apartment blocks, condos, rented rooms
• Self-managing landlords who collect their own rent and keep their own books, with or without an agent for part of the portfolio
• Landlords whose current “system” is a banking app, a notes file and a folder of receipts — and who felt it most at tax time
• Anyone who has ever discovered a tenant’s arrears, or a lapsed lease, later than they should have

How It Works

1. Make your own copy (Google Sheets: File → Make a copy; Excel: Save As) and keep the download as your master blank.
2. On Setup, list your properties and units and set the mileage rate — every dropdown in the workbook now knows your names.
3. Add each tenancy to the Lease Tracker; log rent in the Income Log, costs in the Expense Log, charges and payments in the Tenant Ledger as they happen (two minutes at a time).
4. Type a year — or any date range — on a dashboard whenever you want an answer. At year end, set the year on the Tax Summary, work the checklist, and hand it over.

Gold cells are the only cells you ever type in; pale cells calculate; purple rows total. The colour legend never changes, on any sheet.

Why It’s Different

• One integrated file, not a ZIP of fragments — every dashboard reads the same logs, so a number entered once is right everywhere; nothing to reconcile between files
• Tested compatibility, stated plainly — only long-standard formulas (SUMIFS, COUNTIFS, IF, DATE, TODAY), no macros, no dynamic arrays, no XLOOKUP: the file calculates identically in older Excel and in Google Sheets, and the whole workbook passed a 750-point independent recalculation audit before listing
• A filled SAMPLE beside the blank file — what arrives matches what the gallery shows: a complete, fictional two-year portfolio with every formula working
• Lightweight on purpose — despite 16 sheets and registers for 50 properties, the blank file is ~140 KB and opens instantly; no 27-tab monolith, no slow phone experience
• The printable layer — rent receipts in US Letter and UK A4 included, because cash rent and paper tenants still exist
• A Tax Summary that knows its limits — it organises your records by category with capital kept separate, and says plainly that it is not tax advice and does not calculate tax owed

Delivery & Compatibility

Instant download after checkout: the blank workbook, the pre-filled SAMPLE workbook, the Quick-Start Guide (PDF) and the rent receipts (PDF, Letter + A4) — also waiting in your My Account → Downloads library. Works in Google Sheets (upload to Drive, open, File → Make a copy, work in your copy) and Microsoft Excel (2019 / Microsoft 365 fully tested; Excel 2016 mostly works — Sheets is the free reference if an old copy ever misbehaves). No macros, no add-ins, no subscription, no login. Money maths is currency-neutral: amounts are formatted in $, and you can reformat any money column to your own currency symbol in seconds; the mileage rate is one gold cell on Setup — set it to your country’s current official rate.

Disclaimer

This workbook is a records organiser. It helps you keep complete, tidy rental records and prepare a clean summary for filing or for your accountant. It is not tax, accounting or legal advice, and it does not calculate tax owed. Which expenses are allowable, how capital improvements are treated, deposit-protection duties and tenancy-law obligations differ by country and change over time — confirm anything material with your accountant, your tax authority, or a qualified local adviser. The SAMPLE workbook’s landlord, properties, tenants and figures are fictional and included to demonstrate the system.