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Real Estate & Landlord

Rental Property
System

Track income, expenses, and net cash flow across up to 20 properties. Monthly and annual dashboards auto-build. Tax-ready expense categorisation. 5-year portfolio forecast. Works for long-term rentals, vacation properties, and mixed portfolios.

Multi-Property5-Year Forecast Tax ReadyTenant Ledger Vacancy Tracking8 Sheets
Rental_Property_Tracker.xlsx
Income & Expense
Portfolio Dashboard
Tenant Ledger
PropertyJanFebMarAprMayJunYTD TotalYTD BudgetVariance
RENTAL INCOME
123 Oak Street$2,200$2,200$2,200$2,200$2,200$2,200$13,200$13,200$0
47 Maple Ave (Unit 1)$1,650$1,650$1,650$0$1,650$1,650$8,250$9,900-$1,650
47 Maple Ave (Unit 2)$1,650$1,650$1,650$1,650$1,650$1,650$9,900$9,900$0
88 Pine Road$3,100$3,100$3,100$3,100$3,100$3,100$18,600$18,600$0
OPERATING EXPENSES
Mortgage / Financing-$5,840-$5,840-$5,840-$5,840-$5,840-$5,840-$35,040-$35,040$0
Property Tax (est.)-$620-$620-$620-$620-$620-$620-$3,720-$3,720$0
Maintenance & Repairs-$380-$240-$1,840-$190-$520-$310-$3,480-$2,400-$1,080
Insurance-$310-$310-$310-$310-$310-$310-$1,860-$1,860$0
NET CASH FLOW$1,450$1,590$150$1,990$1,310$1,520$8,010$9,180-$1,170
What it tracks

Everything a landlord needs to know.

20
Properties tracked simultaneously
5-yr
Cash flow forecast per property
Tax
Ready expense log — Schedule E format
Auto
Cap rate and cash-on-cash calculations
Contents

All 8 sheets,
explained.

Sheet 01
Property Register
Enter all properties once — address, type, purchase price, mortgage details. All tabs pull from here.
Sheet 02
Income & Expense Log
Monthly actuals by property. Enter rent received and expenses. Cash flow auto-calculates.
Sheet 03
Portfolio Dashboard
Occupancy, gross yield, net yield, cap rate, and cash-on-cash across all properties in one view.
Sheet 04
Tenant Ledger
Track every tenant — lease dates, rent amount, deposit held, payment history, and current balance.
Sheet 05
Annual Summary
Full-year income statement per property. P&L, depreciation, and net operating income for tax prep.
Sheet 06
Tax Expense Log
Schedule E category breakdown — mortgage interest, repairs, insurance, management fees, and more.
Sheet 07
5-Year Forecast
Project revenue, expenses, and net cash flow over 5 years with assumption-driven scenario modelling.
Sheet 08
Maintenance Log
Log all maintenance and repairs by property, date, contractor, and cost. Full history in one place.
Reviews

Landlords who trust it.

★★★★★
"
I manage 7 properties across 3 states. This is the first tool that shows me the full picture in one place without needing an accountant every time I want to know how I'm doing.
L
Lisa M.
Landlord · 7 Properties
★★★★★
"
Tax season used to take me two weeks of sorting receipts. Now I pull the Schedule E tab, hand it to my CPA, and we're done in an hour. Worth every cent.
D
David K.
Real Estate Investor · Ohio
FAQ

Common questions.

Can I use this for Airbnb or short-term rentals? +
This tracker is optimised for long-term rentals. For Airbnb and short-term rentals (nightly pricing, OTA commissions, occupancy rates, RevPAN metrics), check out our dedicated Airbnb & STR System — it's built specifically for that use case.
Does it work outside the US? +
Yes. Set your currency symbol once in the setup tab and it applies throughout. The tax section references US Schedule E categories by default, but all category labels are fully editable to match your local tax reporting requirements.
How does the 5-year forecast work? +
You enter assumptions: annual rent increase %, expense growth %, vacancy rate, and mortgage amortisation. The model projects cash flow, cumulative equity, and net worth contribution for each property over 5 years. Change any assumption and everything updates.
Can I add more than 20 properties? +
The template is pre-built for 20 properties. The structure is fully expandable — all formulas use relative references so adding rows to the property register automatically extends all dependent sheets. Contact us if you need a custom build for a larger portfolio.
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