The Best Rental Property Spreadsheet [+Free Rental Spreadsheet Template]

What should your rental property spreadsheet template include? And what are the alternative options real estate investors can use to replace clumsy error-prone spreadsheets?

Real estate remains one of the most advantageous long-term investments available, but it also has a less glamorous side. Managing properties is not, as many an influencer might have you believe, a passive investment. To be successful with real estate you need to keep your finger on the pulse and this means staying on top of your finances, running regular reports, property maintenance, and tenant management. 

Whether you’re a property manager handling hundreds of units or a landlord with just one, having a well-organized system for managing your financial data and property management tasks is essential. 

Traditionally the cheapest and simplest way to stay organized is to set up a rental property spreadsheet - which is where our free rental property spreadsheet template comes in. However, a spreadsheet is not the only way and may even hinder your future growth, costing you time and money down the line.

In this article, we delve into the specifics of what a rental property spreadsheet template entails. As well as exploring additional alternative cost-effective options that real estate investors can use to replace their spreadsheet for more efficient and accurate rental property accounting and management.

What is a rental property spreadsheet template?

A rental property spreadsheet's main purpose is to accurately record all of your rental property income and expenses. This is essential for running a profitable portfolio and filing an accurate and timely tax return. A good rental property spreadsheet enables property owners to monitor everything from monthly rent to property taxes, and accurately calculate net profits on a month-to-month basis. Utilizing a template for this document will help ensure you’re correctly categorizing expenses in line with IRS requirements, and help you capture all the necessary details effectively.

The contents of a rental property spreadsheet template can vary depending on whether you are a landlord or an owner and the number of properties you manage. 

At a basic level, your spreadsheet will need to record your property address, and income and expenses, with dates, descriptions, and accurate categorization. You may also want to record suppliers for potential 1099 requirements. This data should be presented in a way to allow you to review your profit and loss on a monthly basis.

In addition to the financial income and expense data, you might also include:

  • Original purchase price of the property
  • The market value of the property
  • Tenants' information, such as contact details and ID documents
  • Maintenance requests and ongoing maintenance tasks
  • Lease agreement details, including the start and end dates of the lease

Everyone has there own way of managing these things. Managing real estate involves intricate tasks which only grow in complexity as your portfolio grows. Often you will want to set up a separate spreadsheet for each property for each financial year as you will need to report on each property’s finances separately at tax time.

It’s important to note that as well as tracking all of the above you will also need systems in place for document storage, for things like lease documents, property inspections, and safety certificates. As well as for digitizing and storing receipts (paper receipts are accepted by the IRS but easy to lose, fade over time, and are hard to keep organized), and a mileage log.

Landlords using software reported saving more than $500 more per property at tax time than when they were using spreadsheets. (View the report.)

Why use a rental property spreadsheet template?

By providing clarity, facilitating communication, ensuring financial transparency, and helping to achieve a return on investment, a good rental property spreadsheet will help you streamline your property management processes and file an accurate and timely tax return.

Clear Communication Between Property Owners and Renters

A rental property spreadsheet template serves as a centralized source of information for property owners, landlords, and tenants. With 24/7 access to a customizable spreadsheet, all parties involved can easily refer to crucial details such as late fees, maintenance expenses, and deposits. This promotes clear communication, minimizing confusion and facilitating smoother interactions.

Greater Financial Transparency for Property Owners

Successful property management requires meticulous financial tracking and calculations. A rental property spreadsheet template adds structure to this process, enabling property owners to maintain financial transparency and exercise greater control over their finances. By organizing and documenting rental income, property value appreciation, and other financial aspects, the template facilitates informed decision-making and maximizes profitability.

Ensuring a Return on Investment

Investing in rental properties involves substantial upfront investments of time, labor, and money. To ensure a return on this investment, diligent management is crucial. A rental property spreadsheet template assists property owners in tallying costs, expenses, and income. By estimating potential profitability, the template helps owners make informed decisions and optimize their real estate investments for long-term financial gains.

By promoting clear communication, facilitating financial transparency, and ensuring a return on investment, it simplifies property management processes and enhances profitability. Utilizing a comprehensive and customizable template, such as the one provided by, can significantly streamline tracking and processing tasks. With these benefits in mind, let's explore some rental property spreadsheet templates in action.

Other examples of rental property spreadsheet templates

As we’ve established having access to a quality rental property spreadsheet will not only make your life easier but also more profitable. Here are some examples of ways to use a rental property spreadsheet template.

Rental property income and expenses spreadsheet template

Property expenses extend beyond the initial purchase price, encompassing ongoing maintenance, emergency repairs, and insurance costs that require monthly calculations. Fortunately, a reliable spreadsheet can greatly simplify these tasks.

One of the primary advantages of using a rental property spreadsheet is its income and expense worksheet. Property owners benefit from having a clear and regularly updated document that encompasses all financial inflows and outflows.

Managing the details of monthly rental income can be challenging, especially when overseeing multiple properties. However, certain free rental property spreadsheet templates come equipped with built-in formulas designed to assist in maintaining accurate financial records.

Profit and loss report spreadsheet template

A Profit and Loss Report spreadsheet template is a powerful tool that can greatly assist landlords in enhancing the profitability of their rental properties and effectively managing their finances. By utilizing this template, landlords gain a comprehensive overview of their income and expenses, allowing them to analyze the financial performance of their rentals.

Property comparison spreadsheet template

If you're currently in the process of considering property ownership, you might find yourself debating between investing in a single-family home or commercial real estate. During this decision-making phase, a spreadsheet template can be immensely valuable in evaluating various factors such as location, cost, and housing features.

This property spreadsheet template is designed to assist you in making an informed choice by enabling you to prioritize and rank items based on their importance in your ideal rental property. By utilizing this template, you can effectively weigh different factors and make a well-informed decision that aligns with your objectives.

Tenant details spreadsheet template

As a landlord, having access to your tenants' data is essential. It includes vital information such as their contact details, security deposit particulars, and rent payment schedules, all of which can be effectively tracked using a spreadsheet document.

These examples use Google Sheets or Excel to create a rental property spreadsheet template. But there’s an even better solution for your property management needs.

What’s better than a spreadsheet for rental properties?

When it comes to managing rental properties, spreadsheets have long been a go-to tool for landlords. However, there is a solution that surpasses the limitations of spreadsheets and offers a comprehensive set of features tailored specifically for rental property management -Landlord Studio.

Landlord Studio is purpose-built software designed to streamline rental accounting and property management processes. Let's take a closer look at why Landlord Studio is the ultimate choice for landlords seeking a more efficient and effective way to manage their properties.

1. Streamlined Rental Accounting

With Landlord Studio, you can say goodbye to manually entering data into spreadsheets and struggling with complex formulas. The software automates your rental accounting with features like recurring expenses, smart scan receipts, an in-built automated mileage tracker, and the ability to connect your bank feeds and quickly reconcile transactions. 

Plus, instantly generate any of over 18+ accountant-approved reports, such as the profit and loss statements or Schedule E report, at any time. Giving you detailed financial insights when you need them.

2. Property Management Made Easy

Landlord Studio goes beyond basic accounting and offers a range of features to simplify property management. From lease management and tenant screening to maintenance tracking and communication, Landlord Studio centralizes all essential property management tasks in one intuitive platform. 

Effortlessly store tenant information, manage lease agreements, prioritize maintenance tasks, and even communicate with tenants directly through the software.

3. Rent Collection and Payment Reminders

Collecting rent and keeping track of payments can be a time-consuming and tedious task for landlords. With Landlord Studio tenants can set up auto-pay so they never forget a rent payment again. Landlords control the rent amount, and payments are delivered directly into your bank account. You can even set up automated rent reminder emails and use our rent receipt templates.

Automate your rent collection, receive payments directly to your bank account, and the software will automatically reconcile payment transactions in the income and expense tracker.

4. Document Organization and Storage

Managing property-related documents, such as leases, invoices, receipts, and maintenance records, can quickly become overwhelming. Landlord Studio provides a secure document storage feature where you can conveniently organize and store all your important documents in one place. This eliminates the hassle of searching through stacks of paperwork and ensures easy access whenever you need it.

5. Cloud-Based Mobile App 

As a landlord, you're constantly on the move. TheLandlord Studio mobile app that allows you to access your rental property information and perform essential tasks on the go. Whether you're responding to tenant inquiries, reviewing financial reports, or scheduling maintenance, you can stay connected and in control wherever you are.

Transitioning from spreadsheets to Landlord Studio

While spreadsheets have been a reliable and cheap tool for managing rental properties there is now a better way. Landlord Studio offers a free plan as well as a full suite of property management and accounting features that are designed specifically for you. 

Streamline your rental accounting and simplify everything from finding tenants to collecting rent. Landlord Studio is the all-in-one solution designed to help you increase your portfolio profitability and ultimately achieve your long-term financial goals.

Getting started with Landlord Studio has never been easier.

  1. Format your data so the expense categories match Landlord Studio’s (Landlord Studio’s expense categories are in line with the IRS Schedule E requirements),
  2. Export your expenses as a CSV file,
  3. Create your free Landlord Studio account, 
  4. Set up your first property and import the related expenses,
  5. Add your lease details and historical rent payments.

Learn more about our spreadsheet import feature

You can then set up online rent collection to entirely automate the rent collection and future income tracking process.

Setting up your first property and getting all of your data into the system takes less than five minutes and could save you more than $500 per property per year.

Final Words: Tracking Rental Property Expenses

Missed expenses can quickly add up to hundreds of dollars in lost revenue and can seriously impact the profitability of your rental portfolio.

As such, having quality processes and systems in place to manage and track your income and expenses is an essential part of manag

Ultimately, whether you choose to use a spreadsheet or you decide to join the thousands of landlords who are already employing professional-grade property management software like Landlord Studio is up to you. However, with Landlord Studio being free and proven to save landlords hundreds of dollars every year why not take it for a spin?

Create your free account with Landlord Studio today and see how you can maximize your rental property profitability today.

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