Landlord Rental Tracker — Rent Ledger, Late Fees & Schedule E (1-20 Units)
Rent ledger with auto payment status, state-aware late fee calculator, 3-method proration, IRS Schedule E expense tracking and bank-CSV auto-categorization — for US landlords with 1-20 units
Built with AI assistance, every template hand-checked and tested.
What's inside
Built for the exact complaints small landlords post about every paid property-management app: 'these apps are just someone else's spreadsheet you have to pay for' and 'a sheet is ugly but it's mine and it exports.' The Rent Ledger runs month-by-month per unit and works out Paid / Late / Partial / Unpaid on its own from the date and amount you enter. The Late Fee Calculator ships with a 50-state reference sheet that's honestly marked 'Verify' anywhere we couldn't confirm a current number against an official source this pass — we say so instead of guessing. The Proration Calculator runs all three accepted methods side by side (actual days in the month, the 30-day banker's method, annual/365) so you can match your lease. Expenses are organized into the 13 lines used on IRS Schedule E with an annual summary ready for tax time. Paste a bank CSV into Bank Import and formulas sort each transaction by keyword — the keyword list is fully editable. Also included: Properties & Units, Tenants & Leases, a Maintenance Log, a Security Deposit Tracker, Vacancy & Occupancy tracking, and a Dashboard with NOI, cash flow, occupancy % and late-payment count, all charted. Free Lite version: a 3-unit Rent Ledger without the calculators. English only. Built with AI assistance, every formula hand-checked.
- Rent Ledger with automatic Paid/Late/Partial/Unpaid status, month by month, per unit
- Late Fee Calculator with a 50-state reference sheet — honestly marked 'Verify' wherever a cap isn't confirmed
- Proration Calculator: 3 accepted methods side by side (actual days, 30-day banker's, annual/365)
- Expenses organized into 13 IRS Schedule E lines with an annual summary for tax time
- Bank CSV import with keyword auto-categorization — fully editable keyword list
- Dashboard: NOI, cash flow, occupancy %, late-payment count, with charts. Scales to 20 units
Formats
How you get it
A Google Sheets link (“File → Make a copy”) plus an .xlsx file and a short PDF instructions sheet. The email with your files goes out right after payment, automatically — no waiting for a reply.
Pro version
How to use it
- Click Download free Lite — the file saves instantly, no email needed.
- Open it in Google Sheets (File → Make a copy) or Excel/Numbers depending on the format you picked.
- Fill in your own numbers/dates — formulas and print areas are already set up.
FAQ
Does the state table give exact late-fee amounts?
No — and we're upfront about it. Late-fee rules change and depend on your lease wording and local ordinances, so the sheet honestly marks 'Verify' anywhere we didn't confirm a current number this pass. Check your state's current statute or a local attorney before charging a fee.
How does the bank CSV auto-categorization work?
Paste your bank's Date/Description/Amount columns in, and a formula matches keywords from the Keywords sheet to assign a category. No match shows 'Uncategorized' — add the missing keyword once and it works for every similar transaction after that.
Is there a Russian-language version?
No, this product is English only — it's built around US-specific rules (state law, IRS Schedule E, dollar amounts).
What's in the free Lite version?
A 3-unit Rent Ledger without the late fee or proration calculators — the rest of the workbook unlocks in Pro.