Landlord Rental Income and Expenses Tracking Spreadsheet - 5 - 110 properties (2024)

Easily track your rental income and expenses

Whether you manage short term or long term rental properties, this template will help with tracking the rental income and expenses, including all the main expense categories needed for reporting taxes, plus the capability to easily add your own expense categories.

See an example demonstration of the Landlord template:

The template is set up so that each property will have it’s own page which is linked to the main summary page. The template starts with a 5 property version, and goes up to an 80 property version upgrade.

Each Individual Property page contains 3 sections:

Section #1: The IndividualProperty Summary– Will contain a monthly summary of income and expenses and if you scroll down you will see the total expenses by category. These are all based on what you enter in the sections mentioned below.

Section #2: Rental Income Section– This is where you can enter your rental income and any fees. For each payment you receive, you will enter the amount paid, date, customer name, etc. There is also a place to enter any remaining amount due and the due date. Also, more for short term rentals, you will be able to enter the start and end dates for when they will be renting and any extra notes or comments.

Section #3: Rental Expenses Section – This next section to the right is where you can enter any expenses related to the property. There is a place to enter the expense description, date and amount, as well as a drop down list with 14 categories that match those categories used for tax purposes.

*You will be able to add up to 8 of your own expense categories to the expense category drop down list (directions included).

Main Summary Page

The main summary page will show the annual totals for each property for the annual rental income, and expenses per category. You won’t actually enter anything in the summary page. Underneath each property name, you can click on the link and it will take you to that properties detail page (or you can click on the tabs at the bottom of the worksheet).

Bonus Page

For versions 10 property and up, there is an extra bonus page to add standard expenses. This is for expenses that are the same amount every month, such as maintenance fees. Simply enter the monthly amount once and it will automatically populate for all 12 months.

FREE Upgrade feature with Remaining Balance

With the Remaining Balance upgrade version, the file will have a place to enter any late fees, and will calculate the monthly balance of rent/fees due, when the rent is not paid in full. This is a great feature if you have a long term/monthly rental. NEW in 2023 – you will receive BOTH versions – with and without remaining balance tracking!

Want to try a free rental template?

Download a rental property improvement tracker: