This rent roll spreadsheet connects your tenant register, monthly rent ledger, security-deposit records and lease dates in one Excel workbook. Enter each tenant once, choose a month, and see occupancy, collected rent, outstanding balances and the leases nearing their end — without rebuilding the same information every month.
Illustrative example — the workbook itself is a clean spreadsheet.
Scene assumption: each tenant's deposit equals one month's rent, collected in full, nothing returned — the workbook never ties a deposit to the rent.
It is rent morning in the hallway of a small building, and three keys hang on the rack by the door: one tenant paid on time, one paid late and partial with the fee stamped on the tag, and one moved in mid-month, so her first due is prorated by the days she actually occupies. Type into the cards under the rack — the tags sag under what is still owed, the stamps land, and the brass plaque re-reads the rack, exactly the way the Dashboard reads the same rows in the workbook.
A rent roll spreadsheet should do more than hold a list of names and monthly amounts. Yet for many landlords the rent roll still lives in pieces: tenants in one file, payments in a notebook, deposits in another list, lease dates in a calendar. Every month the same names are copied, the same amounts re-typed, and the same questions answered from scratch — who owes what, what actually arrived, and which lease is about to end.
The pieces drift apart quietly. A late fee is charged one month and forgiven the next because nobody remembers the rule that was used. A tenant who moved in on the eleventh is charged a full month, or an awkward guess. The deposit list never quite matches the tenant list. A lease end is remembered only when it is already close. None of these mistakes is large; together they make every month-end an evening of reconstruction.
Rent Roll & Tenant Tracker ends that rebuild. It is one Excel workbook built around a single register: type each tenant once — name, property, unit, lease dates, monthly rent, security deposit and status — and the records that depend on that tenant read from the same entry. The Rent Ledger pulls the tenant's rent and lease dates. The Deposit Tracker fills in the property, unit and required deposit. The Dashboard reads all three and shows the month you choose: occupancy, collected rent, outstanding balances, deposits held and leases approaching their end.
The rule is the same for every tenant, every month, because the workbook applies your settings the same way each time: your grace period, your late-fee type and amount, your proration choice. Some figures follow today's date — days to lease expiry, the lease alerts, overdue statuses — so the same file shows a different, current picture as the calendar moves.
The visual and interactive elements on this page are illustrations, created only to introduce this workbook and show what it is for. They are not part of the file you receive: the product itself is the Excel workbook described on this page.
The Tenants sheet is the only place a tenant is typed: name, property, unit, lease dates, monthly rent, security deposit and status. The workbook generates the Tenant ID the moment a name is entered, and the Rent Ledger and Deposit Tracker read from that same row — correct a rent or a lease date here and it is corrected everywhere it is used. One honest detail: the connected sheets match tenants by name, stray spaces ignored, and two tenants sharing a name resolve to the first — rename a tenant and the existing rows must be renamed too; until then they read “⚠ Unknown tenant”.
The Rent Ledger keeps one row per tenant per month and separates what was due from what arrived. You type the month, the tenant’s name, the paid date and the amount paid; rent due, any late fee, the balance and the payment status are calculated. A partial payment stays visible as Partial; a row paid in full with a fee reads Paid Late. Balances run Rent Due + Late Fee − Amount Paid with no floor, so an overpayment shows as a negative balance instead of being clipped to zero.
When proration is switched on in Settings, a lease that starts inside a month is charged for the days from the start date through that month’s end, counting both ends, divided by the days in the month; a lease that ends inside a month is charged for the days through the end date; when both fall inside the same month, both factors apply together. Switch proration off and the full month is charged. Either way the same rule meets every tenant — no per-tenant guesses.
The late fee lives on Settings: a grace period — 5 days as shipped — a type, Fixed $, % of Rent or Daily $, and an amount, 50 as shipped. A fee exists only when a paid date has been entered and falls after the grace deadline: the fixed amount once, the percentage of the prorated rent due rounded to cents, or the daily amount for each day past the deadline. Paid on time, the fee reads 0; no paid date, it stays blank — your rule, applied identically every month.
The Deposit Tracker gives each tenant one record: the amount collected and its date, the amount returned and its date, with property, unit and required deposit filled in from Tenants. Balance Held is simply collected minus returned. The required deposit is shown for reference — the workbook does not force the collected amount to equal it — and there is deliberately no deductions or status workflow: the record is the two amounts, their dates, and the balance between them.
The Dashboard follows two selectors, Year and Month, and its eight figures — total units, occupied units, occupancy, monthly rent roll, collected and outstanding for the selected month, deposits held and leases expiring — update with the period you pick. Below them, a watch list shows up to eight leases ending soonest first, unit counts by status, and a January-to-December collected-by-month table for the selected year. A lease end stops being a surprise remembered late; it climbs into view weeks ahead.
The workbook has eight sheets. START HERE is the front door: it explains the golden rule — yellow cells are the only cells you type in — sets out the five working steps, maps how the sheets connect, and shows four headline figures read live from the Dashboard (Total Units, Occupancy, Monthly Rent Roll and Collected for the selected month). There is nothing to type on it.
The Dashboard's Year selector ships at 2026 and accepts 2023–2030; its Month selector ships at October and accepts 1–12, with a caption reading the currency symbol from Settings — a display label only; amounts are never converted. Tenants holds up to 300 tenant rows, the Rent Ledger 3,000 rows and the Deposit Tracker 300. Settings steers the workbook: currency symbol ($ as shipped), grace period (5), late-fee type (Fixed $) and amount (50), proration (Yes), and the two lease-alert windows (60 days expiring soon, 30 days urgent). Lists is where you type your property names — up to 100 — which feed the Property dropdown on Tenants; the fixed choice lists for status, fee type and Yes/No live there too. The Guide explains the six main working areas in plain language.
The workbook ships empty: no sample tenants, and no ledger or deposit rows — your own records are the first ones in it. What ships set is the configuration above: the Settings defaults, the Dashboard selectors and the fixed choice lists, while the property-name column itself ships empty for your own names. You type in the yellow cells only; formula cells are locked, and the sheets are protected without a password, with sorting, filtering, inserting and deleting rows and columns, and formatting all left switched on.
The front door: the golden rule, the five working steps, the sheet map, and four headline figures read live from the Dashboard. Nothing to type.
The month you choose at a glance: eight figures, an expiring-lease watch list of up to eight, soonest first, unit counts by status, and collected by month.
The register — up to 300 rows. The Tenant ID is generated, and each row carries collected for the selected month, days to expiry and a lease alert.
3,000 rows, one per tenant per month: rent due, late fee, balance and status calculated; a name that matches no tenant reads ⚠ Unknown tenant.
300 deposit records: collected and returned with their dates, Balance Held as the difference, and the required deposit filled in for reference.
The rules that steer every row: currency symbol, grace period, late-fee type and amount, the proration switch and the two lease-alert windows.
Your property names — up to 100, feeding the Property dropdown on Tenants — plus the fixed status, fee-type and Yes/No choice lists.
The six main working areas explained in plain language.
Working browser calculator. Separate from the downloadable Rent Roll & Tenant Tracker workbook — it works one tenant's month the way a Rent Ledger row does, using the ledger's own formulas, and it runs entirely here, so experiments cost nothing.
One tenant, one month, four answers: what is due, what late fee applies, and what balance remains — the Rent Ledger's core row in miniature. The fee follows the workbook's two tiers: no paid date, no fee; paid on or before the grace deadline (the 1st of the month plus the grace days), the fee is 0.
Type your own numbers — every result recalculates as you type.
Your entries stay in this tab. Nothing is stored or sent. This miniature works one tenant for one month; the workbook's Rent Ledger holds 3,000 such rows, each reading its rent and lease dates from the Tenants register.
It is for landlords and small rental-portfolio owners who manage their own tenants — from a single rental up to 300 tenant rows — and whose monthly job is the rent roll itself: who owes what, what has been collected, what deposits are held and which leases are ending. On the Dashboard a “unit” is a named tenant row: Total Units counts the rows you have entered and Occupied counts the Active ones, so a physical flat with no row on Tenants does not appear in these figures.
It is not for a landlord who needs the wider books. This workbook has no expense tracking, no rental profit-and-loss, no maintenance or mileage logs, no portfolio register and no investment calculators — properties exist only as names you type on Lists. It is a record-keeping workbook: it does not collect rent, connect to banks, file taxes or replace an accountant.
The workbook opens in Microsoft Excel, Google Sheets and LibreOffice Calc, and its formulas calculate as you type, so you can work in whichever of the three suits you. Nothing in the workbook requires an online account, and the file lives on your own machine.
Purchase Rent Roll & Tenant Tracker through its Etsy listing. You pay once, and the file is yours to keep and reuse.
The .xlsx file is available as an instant download the moment you check out. Nothing is shipped and there is no postal wait.
Add your property names on Lists, enter each tenant once on Tenants, then record payments in the Rent Ledger and deposits in the Deposit Tracker as each month moves.
The workbook is an .xlsx file that opens in Microsoft Excel, Google Sheets and LibreOffice Calc. It is one payment on Etsy, and the downloaded file is yours to keep and reuse.
Yes. Type up to 100 property names on Lists and pick the right one for each tenant from the Property dropdown on Tenants. The register holds up to 300 tenant rows, and the Dashboard summarises everything you have entered.
Yes. Set the grace period, fee type and fee amount once on Settings, and each ledger row applies them: a fee only when a paid date falls after the grace deadline, and proration of first and last months when the proration switch is on. Paid on time, the fee shows 0; with no paid date, it stays blank.
The Rent Ledger and Deposit Tracker match by name, ignoring stray spaces, so update the name on the existing rows as well. Until you do, those rows read “⚠ Unknown tenant” and their money results stay blank; where two tenants share one name, the records resolve to the first.
You pay once on Etsy, and the file is yours to keep and reuse.
Instant download after checkout. One payment, and the file is yours to keep.