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Who paid, who is late, and what does each unit really make?

Small Landlord Rent & Property Tracker

See rent status, late payments, lease end dates and profit per unit on one dashboard, plus a Deal Analyzer for your next property.

Made for: Landlords with 1 to 12 units who manage their own rentals.

$19
Buy on EtsyWatch the walkthrough
Instant download · 1 Excel workbook (.xlsx) · Opens in Google Sheets too
Small Landlord Rent & Property Tracker dashboard with example numbers

What it does

  • Built for landlords with 1 to 20 units across up to 8 properties. Tracks who has paid, who is late, when leases end and what each property really earns.
  • Works out mortgage interest from your loan details, depreciation on each building and your cash flow after the mortgage, per property and per door.
  • Keeps tax-time records in one place: expenses by Schedule E line, mileage, repairs, security deposits and vendors who may need a 1099.

Watch the walkthrough

Jay walks through every tab with example numbers, so you know exactly how to set it up.

What's inside

12 tabs, including a Start Here guide. Example rows show the format; type over them with your own numbers.

DashboardYear at a glance: collection rate, NOI, cash flow after the mortgage, cash flow per door, vacancy loss.
PropertiesPurchase, land value, loan and escrow for each property. Works out P&I, interest and depreciation.
UnitsEach unit's property, tenant contact info, rent and lease end. Shows lease status and vacancy loss.
Rent LedgerOne row per unit per month. Balance, late fees after the grace period, Overdue flags and vacant months.
ExpensesEvery property cost, with its Schedule E line. Mark taxes and insurance your lender pays from escrow.
MaintenanceRepair requests and work orders (Open / Done), plus a vendor summary that flags who may need a 1099.
MileageBusiness trips to your rentals at the IRS standard mileage rate. Feeds Schedule E line 6.
DepositsSecurity deposits: amount, where held, what was returned and why anything was kept. Shows the total you hold.
Schedule EYear-end Schedule E summary, one column per property: rents, every expense line, interest and depreciation.
Deal AnalyzerTest a property before you buy: cash flow, cap rate, cash-on-cash return and the 1% rule.
SettingsReport year, grace days, late fee, mileage rate, depreciation period, 1099 threshold and the expense categories.

How to set it up

  1. Settings: set the report year, grace days, late fee, mileage rate and 1099 threshold. Check the expense category list.
  2. Properties: one row per property with purchase price, land value, closing costs, loan balance on Jan 1, rate, years left and escrow.
  3. Units: one row per unit. Pick its property and add the tenant's phone, email, move-in date, rent and lease end date.
  4. Rent Ledger: one row per unit per month. Enter rent due and what was paid. Type Y in Vacant? for an empty month. Late fees add themselves.
  5. Expenses, Maintenance, Mileage and Deposits: log costs, repairs, trips and deposits as they happen.
  6. Dashboard and Schedule E add everything up for the report year. Deal Analyzer is for properties you're thinking of buying.

Questions

Does it work in Google Sheets?

Yes. It is built in Excel and opens in Google Sheets: upload the file to Google Drive and choose Open with Google Sheets. Excel (desktop or Microsoft 365) gives the smoothest experience. Apple Numbers is not supported.

Do I need to know formulas?

No. Blue text on a yellow cell is something you type. Everything else calculates for you, and the Start Here tab explains each step.

How do I get the file?

Buy it on Etsy and download it instantly from your Etsy purchases. Nothing is shipped.

Is this tax or legal advice?

No. Tax figures are planning estimates to help you set money aside. Check with a tax professional for your situation.

Something else? Message us on Etsy or tap Ask Jay at the bottom of the page.

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