This rental property management spreadsheet brings the rent roll, tenant ledger, cash diaries, maintenance, mileage and deal analysis into one Excel workbook. Type each property and tenant once, and the sheets that need those records read from the same source.
Illustrative example — the workbook itself is a clean spreadsheet.
Everything that came in
the green diary — rent, fees, the lot
The month's bills
mortgage, insurance, tax…
Paid to the plumber
boiler valve, No. 2 — not twice
Drives, by purpose
Commuting earns $0.00 — counted, never paid
Illustration — the product is the Excel workbook (.xlsx).
The truth it tells: the P&L reads four separate records — the two diaries, the repair log and the mileage book — and only Business miles turn into dollars; the others are counted at $0.
It is 9:40 on the last evening of the month, and the landlord is at the kitchen table with the month's paper: the rent diary, the bills, a repair invoice and the mileage notebook. Type into the slips inside the window — the month card leaning by the teapot adds itself up as you write, exactly the way Rental P&L reads the same four records in the workbook.
A rental property management spreadsheet should not have to be rebuilt from fragments every month. Yet that is how many small portfolios are run: the rent roll sits in one file, receipts are in a bank feed, a repair cost is buried in a text message, a deposit is written in a notebook, a mileage note is on a phone, and the figures for the next purchase are worked out on the back of a listing. Each record may be accurate on its own. Together, they rarely agree for long.
The difficult questions stay the same. Who still owes rent? What did this month actually make? Is the next buy-and-hold, flip or BRRRR worth pursuing? When the answers depend on copying the same names, rents and costs between disconnected records, answering them becomes an evening of reconstruction — and the result can be out of date as soon as another payment, repair or drive is recorded.
The Complete Landlord Bundle replaces that scatter with one connected system of 19 sheets. Portfolio is the property register. Tenants is the tenant register. The Rent Ledger reads tenant rent and property from Tenants; Security Deposits reads the deposit held; START HERE turns the ledger into headline figures and a live arrears list; Portfolio rolls each property up; and Rental P&L reads the cash diaries, Maintenance costs and Mileage deduction dollars for the month selected. Four separate analysis sheets sit in the same file for purchases that are not yet part of the portfolio.
The interactive scenes and illustrations on this page are explanatory only. They are not part of the product and are not previews of additional worksheets. The product is the downloadable Excel workbook described below.
Property names are typed once on Portfolio. They are mirrored through Lists and supplied to the property dropdowns on Tenants, Rent Log, Expenses Log and Maintenance. Tenant details are typed once on Tenants — property, unit, lease dates, monthly rent, deposit, status and a documents note. Change a tenant's monthly rent on Tenants and the Rent Ledger's rent due follows. The Rent Ledger is deliberately name-based: if a tenant name entered there matches no name on Tenants, Rent Due and Property remain blank and the workbook gives no warning, and if two tenants share the same name, the ledger resolves to the first match — so use the tenant dropdown and keep tenant names distinct.
The Rent Ledger holds one row for each tenant and month, with capacity for 3,000 rows. Select the month and tenant, then enter the paid date and amount paid; Rent Due and Property arrive from the tenant record, and Balance is Rent Due + Late Fee − Amount Paid. The late fee is the flat amount held on Settings — $50 as shipped; it applies when the paid date is more than five days after the first of the month, no paid date means no fee, and it does not compound or run per day. START HERE reads the ledger and shows four headline cards — properties, all-time balance due, collected this month and open work orders — above a rent-arrears chase list of up to eight tenants who still owe, largest balance first, calculated for you rather than rebuilt by hand.
Rent Log and Expenses Log are the cash diaries behind Rental P&L, a whole-portfolio view for one selected month with no per-property filter. Choose a month and it brings together rental income, expenses, net cash flow and margin: the income card reads the Rent Log, expenses combine Expenses Log entries, that month's Maintenance costs and that month's Mileage deduction dollars, and the sheet adds a year-to-date block, an expense breakdown and the workbook's only chart — net cash flow for the last six months. One distinction is built in: the P&L's recent-income list reads payments recorded on the Rent Ledger, while the income card reads the Rent Log diary — two separate records kept side by side. The planning block applies the Settings vacancy, management and CapEx rates (5%, 8% and 5% as shipped) to the month's income for planning estimates only; those rates never rewrite recorded figures and never flow into the deal calculators. And keep each repair in one record — a cost entered in both Expenses Log and Maintenance is counted twice.
Maintenance is a 1,500-row work-order log with property, issue, priority, vendor, cost, status and resolution; Days Open calculates while a job remains open and uses the resolved date when the work is done, and its costs feed Portfolio and Rental P&L. Vendors automatically ranks the five largest single Maintenance work-order costs, largest first — a ranking of individual jobs, not a directory of vendors or a ranking of total spend per vendor. Security Deposits holds up to 300 rows and pulls each tenant's Deposit Held from Tenants, so the amount held can be tracked against deductions and return status. Mileage holds up to 1,500 drives; only Business miles earn a deduction, priced with the rate on Mileage Settings — $0.76 per mile as shipped — while Medical, Charity and Commuting miles are totalled and priced at $0 on the Mileage sheet.
ROI, ROI Compare, Deal Calc and Deal Compare form the standalone analysis wing. They open blank, take each prospective deal's figures fresh, and read nothing from Portfolio, the registers or the logs. ROI screens one buy-and-hold purchase; ROI Compare places three scenarios side by side under the headings Conservative, Base and Optimistic, including DSCR and break-even occupancy; Deal Calc switches between a Flip and a BRRR strategy against a fixed 15% ROI verdict line — at or above it the sheet reads “DEAL — strong return, dig deeper,” below it “PASS — the numbers are thin, negotiate or walk” — and for a BRRR its Profit means equity captured, with the cash-out refinance result floored at zero. If you only need the buy-and-hold screen on its own, the Property ROI Calculator is that calculator as a separate, narrower workbook; this bundle is the connected system for the properties you already own.
You type in the yellow cells. White formula cells are locked, and the sheets are protected without a password. Sorting, filtering, inserting and deleting rows and columns, and formatting remain available, so the workbook can be worked as a spreadsheet without making it easy to type over its formulas.
The workbook's 19 sheets are grouped as Portfolio, Tenants, Operations and Deals + Setup, with START HERE as the front door. Portfolio holds up to 75 properties; Portfolio calculates occupancy as active tenants divided by registered units, its collected and net figures follow the current calendar year, and its balance due is all-time. Tenants holds up to 300 tenant records, the Rent Ledger 3,000 monthly tenant rows, Security Deposits 300 rows, Rent Log and Expenses Log 3,000 diary entries each, Maintenance 1,500 work orders and Mileage 1,500 drives. The workbook's month and date structure runs from January 2023 through December 2030.
The workbook ships empty. There are no example properties, tenants, payments, expenses, work orders, drives or deals: every register and log opens empty, the four analysis sheets open blank, and START HERE reads zero until entries are made. What is already set is the structure around those empty records — the Settings defaults (a display-only USD currency label, tax year 2026, 5% vacancy, 8% management, 5% CapEx reserve, a $50 late fee and the $0.76 mileage rate), the dropdown lists, the ROI Compare scenario headings and the Deal Compare headings. The Settings currency is a display label only; it does not convert amounts and does not create multi-currency accounting.
The front door: four headline cards and the arrears chase list, with the sheet map and how records flow.
The property register — up to 75 properties, each rolled up into units, scheduled rent, collected, balance, maintenance, net and occupancy.
The tenant register: up to 300 records with property, unit, lease dates, rent, deposit and status.
One row per tenant per month across 3,000 rows — rent due, late fee and balance calculate from the register.
The income cash diary behind the P&L's income card — 3,000 entries.
The costs cash diary — 3,000 entries feeding the month's expenses.
Up to 300 rows; Deposit Held is pulled from Tenants and tracked against deductions and return status.
The work-order log — 1,500 rows with property, issue, priority, vendor, cost and status; Days Open calculates itself.
The five largest single work-order costs, ranked automatically, largest first.
The whole-portfolio month: income, expenses, net cash flow and margin, with a year-to-date block and the workbook's only chart.
Screens one buy-and-hold purchase — loan, payment, NOI, cash flow, cash-on-cash and cap rate.
Three scenarios side by side — Conservative, Base and Optimistic — with DSCR and break-even occupancy.
One Flip or BRRR deal against the fixed 15% verdict line.
Three deals lined up: A — Flip Base, B — BRRR Play and C — Tight Flip.
Up to 1,500 drives by purpose; only Business miles earn a deduction.
The per-mile rate that prices Business miles — $0.76 as shipped.
Currency label, tax year, the planning rates and the late fee.
The dropdown lists and the mirrored property names the registers read from.
The workbook explained in plain language across eight sections.
Working browser calculator. Separate from the downloadable Complete Landlord Bundle workbook — it screens one prospective purchase with the ROI sheet's own maths, and it runs entirely here, so experiments cost nothing.
Screen one prospective buy-and-hold purchase the way the ROI sheet does: the loan and monthly payment, effective rent after vacancy, operating expenses, NOI, debt service, annual cash flow, total cash invested, cash-on-cash return, cap rate and the 1%-rule check. Percentages are typed as points: 25 means 25%. Management is a typed dollar amount per month here — it is not calculated from the 8% planning rate Rental P&L uses.
Type your own numbers — every result recalculates as you type. Percentages are typed as points: 25 means 25%.
Your entries stay in this tab. Nothing is stored or sent. This miniature screens one purchase; the workbook's ROI sheet holds the same screen beside ROI Compare, Deal Calc and Deal Compare — and none of the four reads your portfolio, so testing a deal here or there never touches the live books.
This workbook is for landlords and small rental-portfolio owners who manage their own properties and tenants — from a first rental through a portfolio within the workbook's 75-property capacity. It also suits buy-and-hold investors who screen flips and BRRRR deals while keeping prospective purchases separate from the properties they already own. It is for someone who wants the rent roll, tenant ledger, cash diaries, deposits, work orders, mileage and deal calculations connected in one locally kept file, and who is comfortable entering records in the yellow cells while the formulas maintain the links.
It is not rental-management software that collects rent, communicates with tenants, connects to a bank, imports transactions, files taxes or replaces an accountant. It does not provide a per-property Rental P&L: Rental P&L is whole-portfolio by month, while Portfolio carries the per-property collected, balance, maintenance and net figures. Its figures are the owner's records and calculations, not tax advice.
The workbook opens in Microsoft Excel, Google Sheets and LibreOffice Calc, and its formulas calculate as records are entered. Nothing in the workbook requires an online account, and the file lives on your own machine.
Purchase the Complete Landlord Bundle 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 after checkout. Nothing is shipped and there is no postal wait.
Enter property names on Portfolio, add tenants on Tenants, then keep the Rent Ledger, diaries, Maintenance and Mileage current as the rental business 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.
No. Type each property name once on Portfolio and each tenant once on Tenants. Portfolio names feed the property dropdowns through Lists, while Tenants feeds the Rent Ledger and Security Deposits. Use the tenant dropdown in the Rent Ledger. The ledger matches tenants by name: an unmatched name leaves Rent Due and Property blank with no warning, and duplicate tenant names resolve to the first match.
No. Rental P&L reports the whole portfolio for the selected month and has no per-property filter. Portfolio shows each property's collected year-to-date, all-time balance due, maintenance and net year-to-date.
They are separate records with separate jobs. The P&L income card reads the Rent Log diary; its recent-income list reads payments from the Rent Ledger. Keep both records for the views they support. Likewise, enter a repair cost in either Expenses Log or Maintenance — entering the same cost in both counts it twice.
No. The registers and logs open empty and the analysis sheets open blank. The Settings defaults, dropdown lists and comparison headings are already set so the file is ready for your own records.
No. ROI, ROI Compare, Deal Calc and Deal Compare are standalone calculators. They do not read Portfolio or the live books, and analysing a prospective purchase does not add it to your portfolio.
The Rent Ledger adds the flat fee from Settings — $50 as shipped — when the paid date is more than five days after the first of the month. No paid date means no fee. The fee is charged once under that rule; it does not compound or increase per day.
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.