- Landlord
- Tenant
Top 10 Excel Templates for Rental Property Finances
January 20, 2026
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Key Takeaways:
- Excel templates can make rental property finances easier to manage—especially during tax season.
- Core reports like a profit and loss statement, balance sheet, and cash flow statement help you measure profitability and understand where your rental income comes from and where it goes.
- Specialized templates such as rent rolls, accounts payable, and accounts receivable sheets keep lease details, expenses owed, and rent owed organized in one place.
- Start with a few templates, customize them to fit your process, and check them regularly to stay in touch with your business’s financial health over time.
Handling your rental property finances is its own unique challenge. Organizing receipts, finding folders, tracking down invoices, manually crunching numbers—it's easy to feel overwhelmed with so many moving parts. And when tax season comes around, your finances only get more complex.
To simplify this process, many landlords utilize a few rental property excel templates. In this article, we’ve gathered some of the best rental property record keeping templates Excel can offer, as well as a few alternative solutions to spreadsheets.
A rental property Excel template is a premade and preprogrammed spreadsheet made specifically for rental business finances. They’re made to organize a variety of rental property tasks, ranging from invoices to depreciation schedules to late fees.
Many landlords make their own Excel templates, customized for their specific business needs and organization. However, many Excel templates are also available to download for free online.
However, keep in mind that for templates to properly migrate into Excel, they’ll have to be a spreadsheet document file ending in .xlsx or .xls (we’ve ensured the templates linked here will work, don’t worry!).
Why Should You Use a Rental Property Excel Template?
Using a rental property Excel template simplifies the process of record-keeping for all parties involved. Rather than going through the trouble of creating and tweaking your own sheet, you can start with simple templates that provide all you need. Remember, it isn’t always about finding the perfect sheet—personalizing spreadsheets is always an option. If a template doesn’t quite fit your needs, you can adjust sections and formulas to make it perfectly tailored to you.
When using a Microsoft Excel template for rental property management, investors can create both detailed and big-picture reports concerning their business. It’s vital that property owners are able to assess the profitability of their units periodically to build on their success, and spreadsheets are a great way to do so.
Top 10 Rental Property Excel Templates
Without further ado, below are some of the top rental property record keeping template Excel and Google Sheets users can find on the web. All of them are quick downloads; simply click the links and get organizing.
1. Profit and Loss Statement
A rental property profit and loss statement (P&L) is a basic report that categorizes your business transactions in two categories: profit and loss. By subtracting your expenses (losses) from your revenue (gross rental income/profit), a P&L helps you to calculate metrics such as your NOI—your Net Operating Income.
We’ve found a great rental property profit and loss template made by ExcelTemplates that’s both thorough and customizable. This article also explains the template and its components in case setup proves tricky.
2. Rental Balance Sheet
A rental balance sheet tracks your assets, liabilities, and equity. These reports are vital for tracking your net worth, profitability, accounts payable, and liquidation value, all of which provide routine insight into a business’s health. It’s best practice to regularly create rental balance sheets, whether it be quarterly or yearly, to keep in touch with your business’s overarching finances.
For a solid rental property balance sheet template Excel compatible, we recommend checking out Exceldemy’s here. They also have an article explaining how the sheet works, how to program it, and how you can create your own.
3. Rent Roll
A rent roll records all information pertaining to your rental properties’ leases, including unit numbers, square footage, tenant names, rent payment dates, maintenance requests, and other property details. They’re great for staying on top of all your leases at once. Want to know exactly when each tenant’s lease term expires? Or the security deposit account number? A rent roll is the perfect place to keep track.
RentalRealEstate has a great free rent roll template, though it is in the form of an editable PDF and not a spreadsheet. It works just fine, but if you prefer to operate in Excel, Daily Life Docs has a free template we recommend as well.
4. Cash Flow Statement
Another important report for rental properties is a cash flow statement. These help you understand exactly where your revenue is coming from and where it’s going. Landlords use it to track things like rent payments, maintenance costs, taxes, and insurance payments, which in turn reveals their net cash flow (the immediate amount of cash remaining after all expenses are paid).
Our favorite rental cash flow template is also from ExcelDemy. It comes with a sample sheet and a calculator, plus it walks you through the document’s setup via helpful textboxes. This article also provides pointers on creating your own spreadsheet if you prefer.
5. Capital Expenditure Report
A capital expenditure report (CapEx) is a real estate expense spreadsheet specifically for your capital investments. These are expenses that depreciate over time and add value to your current investment, like renovations and upgrades. CapEx reports track each purchase’s depreciation and show you how long it will take for each asset to fully depreciate.
This CapEx report template from Word & Excel Templates is a great place to start. It’s even got preprogrammed formulas, so after some data entry and personalization, you’ll be ready to go.
6. Rental Property Analysis Report
A rental property analysis is an important report for investors who are looking to expand their portfolios. When weighing the pros and cons of purchasing a new property, creating this report helps to assess a prospect’s strengths, weaknesses, and financial potential.
We’ve created our own rental property analysis template, which pulls property information, loan details, expenses, and income information to get a holistic view of your rental property deals.
7. Accounts Payable Statement
An accounts payable statement is a landlord expenses spreadsheet that keeps a detailed list of how much money your business has paid or still owes others. There, you can track invoice numbers, dates, descriptions, outstanding balances, and any other information you want for record-keeping purposes.
This accounts payable statement template from RentalRealEstate is clean and easy to use, plus it’s pretty customizable in case your needs change.
8. Accounts Receivable Statement
Accounts receivable statements are the counterpart to accounts payable statements, and they’re extremely helpful for rental property accounting too. Instead of organizing your business’s expenses and debts, these track your income and where it is (or will be) coming from. If a tenant is late on rent, you’ll want to record it accordingly on your accounts receivable to keep track of the cash you’re owed.
RentalRealEstate has a great accounts receivable template as well, with organized income columns and places for you to track other related details.
9. Rental Property Chart of Accounts
A rental property chart of accounts is a spreadsheet that organizes a lot of different rental property information in one place. The goal is to create an overview for all sorts of rental information, including but not limited to your assets, rental income, utilities, and accounts payable.
This rental property chart of accounts template, created by KSRealty, provides a helpful snapshot of your business activity. It’s simple, but its power comes from this simplicity: being able to access so much information at a glance helps investors get a bird’s eye view of it all
10. Real Estate Depreciation Report
Real estate depreciation reports work similarly to capital expenditures in the sense that they track the depreciation of your assets. This report, however, breaks down how much each asset depreciates each year, and therefore how much you can write off for tax season.
We’ve made our own real estate depreciation spreadsheet, which is straightforward and ready for use, with formulas already built in.
Ditch the Spreadsheets, Simplify Your Management
Luckily, there are simpler solutions—ones that automate record-keeping and bookkeeping for you.
Automate Management in 2026 With Innago
Innago is a free property management software that simplifies nearly every aspect of any rental business from start to finish. Its listing syndication and tenant screening help fill units, and its rent reminders and automated late fees help keep them filled. Rather than poring over rent rolls and financial reports, Innago keeps you in the loop instantly and effortlessly.
Boost Your Tax Game With Ledgre
Ledgre is an affordable rental property accounting software that integrates seamlessly into Innago’s dashboard. With bank synchronization, Ledgre can automate and assist in the majority of your accounting labor, from tracking monthly expenses to financial analysis to tax preparation. Its automated rental income calculations provide immediate insight into your business’s health, and its automated expense categories will save you hours of labeling and categorization.
FAQs
A rental property Excel template is a pre-built spreadsheet document (usually for Microsoft Excel) that helps you organize rental property finances, including a simple rental income spreadsheet, monthly expenses, and reports like a profit and loss statement.
Yes. A real estate expense spreadsheet helps create accurate financial records by storing totals for repairs, utilities, insurance, and other deductions, which makes tax prep easier and supports documentation for audit purposes.
Yes—if you set up formulas for annual pre-tax cash flow ÷ total cash invested, Excel can produce cash-on-cash returns. Many templates support automated rental income calculations once income and expenses are entered.
Start with one tab showing rent charged, rent collected, late fees, and totals, plus a second tab for monthly expenses by expense categories. Keep it simple, then expand into a report spreadsheet template later.
Consider switching when you’re managing multiple units, chasing payments, or duplicating work. A platform with rent collection, reporting, and tenant management software tool features can reduce errors compared with manual spreadsheets—and may provide stronger, more consistent reporting for your rental property finances.
