Landlord Rent Ledger & Rental Income Tracker

What's inside

• Start Here

  Your rent rules (due day, grace days, lease-ending window, deposit return deadline) and a short guide

• Dashboard

  Rent collected vs charged, occupancy, NOI, past-due rent and leases ending, a color rent roll for your units, a list of what needs attention, NOI by property and costs by Schedule E line

• Rent Roll

  Every unit × 12 months: Paid, Paid late, Partial, Late, Due, Vacant; collection rate, past-due amount and rent lost to vacancy per unit

• Payments

  Pick the tenant, type the amount; the unit and month fill in. Rent, late fees, other income (laundry, parking) and waived fees

• Tenants & Leases

  Dates, rent, due day, grace days, late fee, prorated first month, move-out date; status Active, Expiring soon, Month-to-month, Moving out, Upcoming, Ended; balance owed

• Properties & Units

  Up to 10 properties and 30 units with bedrooms, market rent and live occupancy

• Deposits

  Amount held, deductions (cleaning, repairs, unpaid rent, other), amount returned and a return-by date

• Expenses

  By property or by unit, with shared costs split for you

• Property P&L

  Side-by-side columns per property: income, operating costs, NOI, interest, cash flow; plus NOI for every unit

• Tenant Ledger

  A printable statement for one tenant: charges, payments and running balance

Why you'll like it

• See late rent at a glance: the rent roll turns red the day the grace period ends, and the late fee from the lease is added automatically
• Renewals done right: add a new lease row at the new rent; the old one shows the renewal date, then Renewed
• Never miss a lease end or a deposit deadline: leases ending within your window and deposits to return are listed for you
• Real numbers per unit: NOI per property, per unit and per unit per month, with property-wide costs split by market rent or equally
• Cash flow you can trust: mortgage principal and improvements are tracked but kept out of operating costs
• Cash-basis income and costs grouped by Schedule E line, ready to hand to your tax preparer
• The demo stays readable all year: sample data uses its own status date, so every status shows until you clear it
• Sample data for a small landlord with a duplex, a house and a 4-plex, so you can see it working before you add your own
• Built by a data analyst: every number is a formula you can trace. No subscription, no app

How you get it

1. 1

   Download on Etsy

   Buy the template on Etsy, then download START-HERE.pdf and the Excel .zip from your Purchases.

   How to download
2. 2

   Make a copy

   Click MAKE A COPY in the PDF: your own Google Sheet is saved to your Google Drive. Prefer Excel? Open the .xlsx.

   How to make your copy
3. 3

   Start

   Follow the Start Here tab. Type in the cream cells; the gray cells do the math for you.

   Clearing the sample data

You receive:

• START-HERE.pdf — Google Sheets link + quick guide
• landlord-rent-ledger-excel.zip — Excel version

Good to know

• US dollars. One file per calendar year: make a copy for the next year and carry any unpaid balance into "Owed from last year".
• Schedule E line numbers are a sorting aid. Depreciation is not calculated, so ask your tax preparer for that figure.
• Late fees and deposit deadlines follow the rules you type in. Check your state and local law before you charge a fee or keep a deposit.
• Best used on a computer; you can view it in the Google Sheets app on your phone.
• For one landlord or one business. Please do not resell or share the files.

Not tax or legal advice.

Designed by me with the help of AI tools.