Rental Property Manager Pro — All-in-One Rental Property Tracker

Manage your rental properties, track rent, monitor cash flow and organize your landlord finances in one powerful spreadsheet.

Rental Property Manager Pro is a comprehensive rental property management spreadsheet designed for landlords and real estate investors. It brings your property information, tenants, leases, rental income, expenses, mortgages, maintenance and investment performance together in one organized file.

Choose a property, select a year and pick a reporting period. The interactive dashboard updates to help you understand how your rentals are performing and what needs your attention.

Compatible with Microsoft Excel and Google Sheets. No macros, add-ins or additional subscription required for the spreadsheet itself.

📊 THE INTERACTIVE DASHBOARD

Choose a property, year and reporting period:

• Full year
• Year to date
• Individual month

Your dashboard includes:

• 12 key performance indicators (KPIs)
• Comparisons with the same period last year
• Monthly income, expenses and cash flow chart
• Expense breakdown chart
• Individual property snapshots
• Overdue rent alerts
• Lease expiration alerts
• Open maintenance work orders by priority

Track 12 important rental property KPIs

• Rental income
• Operating expenses
• Net operating income (NOI)
• Net cash flow
• Rent collection rate
• Occupancy rate
• Portfolio value
• Property equity
• Capitalization rate (cap rate)
• Cash-on-cash return
• Outstanding rent
• Vacant units

🏠 22 ORGANIZED SPREADSHEET TABS

Property and tenant management

1. Start Here — Quick-start instructions with clickable links to spreadsheet tabs.

2. Dashboard — Interactive portfolio overview, performance indicators, charts and alerts.

3. Properties — Record purchase details, property value, equity, insurance renewals and depreciation information.

4. Units — Track units, current tenants, rent and vacancy status.

5. Tenants — Organize contact information, outstanding balances and on-time payment rates.

6. Leases — Manage lease terms, expiration alerts, renewal status and security deposits.

Rental income and expenses

7. Rent Ledger — Track rental payments, calculated late fees, outstanding balances and payment status.

8. Other Income — Record additional income such as laundry, parking, pet rent and application fees.

9. Expenses — Organize expenses using categories mapped to IRS Schedule E lines.

Mortgages and investment analysis

10. Mortgages — Track mortgage payments, current balances, payoff dates and interest calculations.

11. Amortization — View a full loan amortization schedule.

12. Property Compare — Compare NOI, cap rate, cash-on-cash return and DSCR across properties.

13. 5-Year Summary — Review longer-term rental portfolio trends.

Maintenance and operations

14. Maintenance — Track work orders, priorities, vendors, status and days open.

15. Vendors — Store vendor contacts, insurance expiration dates, jobs and payment totals.

16. Vacancy — Monitor vacancy days and estimated lost rental income.

Tax organization and reporting

17. Mileage — Record business trips and calculate deductions using your configured mileage rate.

18. Capital Improvements — Track improvements and estimated annual depreciation.

19. Tenant Statement — Generate a printable statement for an individual tenant.

20. Monthly P&L — Review 12-month profit and loss by property.

21. Tax Summary — Organize rental income and expenses in an IRS Schedule E-style format for your tax preparer.

22. Settings — Configure late-fee rules, mileage rates, expense categories and dropdown options.

⚡ AUTOMATIC CALCULATIONS AND ALERTS

Reduce repetitive spreadsheet work with built-in calculations for:

• Tenant and rent information from lease records
• Late fees and outstanding rent balances
• Payment statuses: Paid, Paid Late, Partial and Late
• Days overdue
• Occupancy and vacancy status
• Mortgage balances and interest
• Loan amortization
• Building and improvement depreciation estimates
• Lease expiration warnings
• Insurance renewal warnings

The spreadsheet is designed to help you keep important rental property information organized and easier to review.

📈 REAL ESTATE INVESTMENT ANALYSIS

Monitor key numbers that matter to rental property investors:

• Net operating income (NOI)
• Cap rate
• Cash-on-cash return
• Debt service coverage ratio (DSCR)
• Property equity
• Mortgage balance
• Rental cash flow
• Portfolio value
• Five-year performance trends

Compare properties side by side to help evaluate portfolio performance.

📄 REPORTS YOU CAN GENERATE

The spreadsheet includes dedicated sections for:

• Individual tenant statements
• Monthly profit and loss reports
• Property comparisons
• Five-year portfolio summaries
• Rental income and expense summaries
• Schedule E-style tax organization

📦 WHAT YOU GET

Your instant digital download includes:

1. Rental Property Manager Pro spreadsheet (.xlsx)

• 22 organized tabs
• Interactive dashboard
• Sample six-property portfolio
• Rental income and expense tracking
• Tenant and lease management
• Mortgage and investment calculations
• Reporting and tax organization tools

2. Setup Guide (.pdf)

• Six-page guide
• Step-by-step instructions
• Excel and Google Sheets setup guidance

Spreadsheet capacity

Designed to accommodate up to:

• 50 properties
• 200 units
• 300 tenants and leases
• 3,000 rent and expense entries each

👤 WHO IS THIS FOR?

Ideal for:

• Residential landlords
• Real estate investors
• Small property management businesses
• Duplex and multifamily property owners
• House hackers
• Rental property portfolio owners
• Landlords managing multiple tenants
• Investors tracking mortgage balances and cash flow

Whether you own one rental property or manage a growing portfolio, this spreadsheet helps bring your rental records into one place.

💻 COMPATIBILITY AND REQUIREMENTS

Microsoft Excel

• Excel 2019
• Excel 2021
• Microsoft 365
• Windows or Mac

Google Sheets

• A Google account
• Upload the spreadsheet to Google Drive and open or convert it using Google Sheets

Not compatible with Apple Numbers or Excel 2016 and older.

For best results, verify dashboard filters, calculations and charts in your chosen spreadsheet application before entering live financial records.

🚀 GETTING STARTED

1. Purchase and download your digital files.
2. Open the spreadsheet in a compatible version of Excel or Google Sheets.
3. Review the Start Here tab and example portfolio.
4. Enter your property, unit, tenant and lease details.
5. Record your rental income, expenses, mortgage and maintenance information.
6. Select your reporting period on the dashboard and review your results.

⚠️ IMPORTANT INFORMATION

• This is a digital download. No physical item will be shipped.
• The spreadsheet is configured for US rental property tracking and IRS Schedule E-style organization.
• Currency formats can be changed to suit your needs.
• Tax summaries are organizational tools, not tax advice or a guarantee of tax treatment.
• Depreciation and investment calculations are estimates based on your inputs and spreadsheet assumptions. Verify them independently.
• This product is not legal, tax, accounting or financial advice.
• Results depend on accurate data entry and correct spreadsheet configuration.
• The spreadsheet has been recalculated in LibreOffice, with no formula errors reported across 69,881 formulas apart from two intentionally blank chart cells. It has not yet been verified in live Microsoft Excel or Google Sheets. Please test your chosen platform before relying on the dashboard.
• For personal or single-business use. Reselling, sharing or redistributing the file is not permitted.
• Need help? Contact the seller through Etsy messages.

Take control of your rental property records with Rental Property Manager Pro — one spreadsheet for your rentals, cash flow, tenants and investment reporting.