Rental Property Spreadsheet for Landlords

Who it’s for

It’s made for US landlords and small real-estate investors, from a single house or duplex to a mix of long-term and short-term rentals, who want tidy records and an easy hand-off at tax time.

Every report, dropdown and the Schedule E summary handle property number 25 exactly like property number 1, and that was tested. Nothing is locked or password-protected: rename categories, change colours and add your own notes.

What’s inside, tab by tab

Start Here

Three steps and one colour rule: yellow cells are where you type.

Setup

Tax year, mileage rate, your late-fee rule, an alert window and your own category lists, each mapped to a Schedule E line.

Properties

Up to 25 properties with address, type, units, purchase price, land value, cash invested, loan and payment, insurance and tax dates, and a depreciation estimate.

Tenants & Leases

150 lease rows with rent, due day, start and end dates, lease-expiry alerts and a security deposit ledger.

Rent Roll

A 12-month grid per lease showing paid, late, partial, unpaid and vacant months, rent due to date, balance owed and late fees.

Income and Expenses

A 1,500-row income ledger and a 2,000-row expense ledger by property and category, with repairs kept apart from capital improvements.

Mileage

Drives per property, added to Schedule E line 6.

Property P&L and Portfolio P&L

Twelve months of income, expenses, NOI, debt service, cash flow and occupancy for one property or all of them, with cap rate, cash-on-cash return and vacancy loss.

Dashboard

Eight key numbers, income vs expenses by property, monthly cash flow and a property scorecard.

Schedule E Summary

One print-ready page grouped by Schedule E line for five properties at a time, with an all-properties column and memos for your accountant.

Excel and Google Sheets

The workbook is an .xlsx file that opens in Excel 2010 or later, Excel for Mac and LibreOffice. For Google Sheets, upload the .xlsx to Google Drive, right-click it and choose Open with Google Sheets. Formulas and dropdowns carry over; Google redraws the charts, so they can look slightly different. The quick-start guide walks you through it.

There are no macros and nothing to install. Every formula uses only functions that Excel and Google Sheets share, and before release the workbook was filled with a sample portfolio and checked by 131 automated tests. Apple Numbers can open the file but isn’t supported.

How delivery works

You buy on Etsy, with Etsy’s checkout and buyer protection. As soon as payment goes through, the download is ready on your Etsy Purchases page and Etsy emails you a link. You get one ZIP file containing:

• Rental_Property_Tracker.xlsx
• Quick_Start_Guide.pdf (6 pages)

Nothing is shipped. Because it’s a digital file, Etsy returns don’t apply, but if something isn’t working, send a message through the shop and we’ll help put it right.

Not tax advice. The workbook organises your records; Schedule E line references and the depreciation estimate are a guide. Check current IRS rules with your tax professional.