Rent Ledger Spreadsheet for Small Landlords

About this download

For landlords with 1 to 10 units: log each rent payment, see who's late at a glance, track deposits, and get year-end totals by property for tax time. Quick setup.

One rent ledger feeds every total. Type a payment and the balance, days late, the dashboard, the tenant statement and the year-end summary update automatically with formulas.

WHAT IT DOES

Rent Ledger: one row per payment or late fee, with date, tenant, amount, method and a note. Partial payments are simply smaller amounts. Property, unit and the tenant balance after each row fill in for you.

Properties and Units: one row per tenant with lease start and end, monthly rent, due day and deposit held. Rent schedules: Monthly, Every 3 months, Every 6 months or Yearly, so prepaid and semi-annual leases work. Started mid lease? Enter a tracking start date and an opening balance.

Dashboard: due this month, collected this month, balance owed, tenants late, deposits held and net for the fiscal year, a Who is late list with days late, this month by unit, fiscal year to date by property, an income and expenses chart and leases ending in the next 60 days.

Expenses: date, property, unit, Schedule E style category, vendor, amount and a receipt link.

Deposits: amounts returned and deductions, plus deposit held, returned and still held for every tenant.

Tenant Statement: pick a tenant and a year for a printable month by month statement with payments and late fees.

Year End: rents received and expenses per property by category, with totals and net, ready to print for your tax preparer.

Setup: currency symbol, fiscal year start month, grace days, your property, category and payment method lists.

𝗪𝗛𝗔𝗧'𝗦 𝗜𝗡𝗖𝗟𝗨𝗗𝗘𝗗

One workbook with nine tabs: Start Here, Dashboard, Rent Ledger, Properties and Units, Expenses, Deposits, Tenant Statement, Year End and Setup.

Room for 20 tenant rows, 600 ledger rows, 600 expense rows and 20 deposit returns.

Light and Dark themes in the same file. Pick a theme on Setup and every tab switches.

Fictional sample data for 2 properties and 5 tenants that hides with one switch. The switch never changes anything you type.

Input cells are unlocked and formula cells are locked, with no password.

YOUR DOWNLOAD

START-HERE-Small-Landlord-Rent-Ledger.pdf: setup steps and the Google Sheets copy link.

⭐ 𝗗𝗘𝗠𝗢

On the fence? Watch our sample here:

https://youtu.be/s5BcSxOmPj0

𝗜𝗠𝗣𝗢𝗥𝗧𝗔𝗡𝗧

Developed for Google Sheets. An Excel file is included for the latest Microsoft 365 (Office 365 Desktop App). Older Excel versions may not support all features.

To sort, unprotect the sheet (no password), sort the whole table, then protect it again. Filtering works while protected.

Category labels are Schedule E style names you can rename. This is not tax advice; confirm categories with your tax preparer.

Not included on purpose: mortgage payoff, maintenance scheduling and nightly bookings.

Digital download only. No physical item will be shipped.

Utility Forge Studio is not affiliated with, sponsored by, or endorsed by Google or Microsoft.

Personal use only. Please do not resell, share or redistribute the files.

Designed by me, created using AI tools.

The Etsy listing is the final source for what is included. See it on Etsy.