Sound familiar?
- Rent arrives by Zelle, check and bank transfer — and by mid-month you are not sure who is actually short.
- Expenses live in three apps, two inboxes and a glove box. Sorting them into tax categories happens in April, in a panic.
- Your CPA asks for “rents received and expenses by category, per property” — and you spend a weekend building exactly that, from scratch, every single year.
- Property software wants $30–50/month forever. You have four doors. The math does not work.
This tracker fixes the three jobs that actually hurt: who owes what, where the money went, and what you hand your CPA. Everything else is a formula.
What's inside
- Start Here — plain-English setup and the 10-minute workflow.
- Dashboard — the year at a glance: rent due vs. received, outstanding balance (red when money is owed), total expenses, net cash flow, collection rate and occupancy. All formulas — set the year and it updates itself.
- Properties — your portfolio register: purchase price, loan, market rent, status for every door.
- Rent Roll & Leases — every lease with an automatic days-to-expiry countdown that flags leases ending within 30 days.
- Income Log — every charge and payment; Balance Due calculates itself and turns red on shortfalls (like the $450 partial payment in the sample below).
- Expenses Log — the category dropdown is the IRS Schedule E line list (Advertising, Repairs, Taxes, Utilities, Depreciation…), so nothing needs re-sorting at tax time.
- Monthly P&L — net cash by property × month, built from SUMIFS formulas over your logs. Spot the expensive months and the quiet underperformers.
- Schedule E Summary — per property: Rents Received (Line 3), every expense line (5–19), Total Expenses (Line 20) and Net (Line 21). Print it and hand it to your CPA.
- Bundle only — STR (Airbnb) sheet — per-stay platform fees, cleaning fees and net payout, plus occupancy, ADR and RevPAR.
Both versions include a Sample Filled file — a full year for two properties — so you can see exactly what a finished year looks like before you enter a single number of your own.
See it with real numbers
From the included Sample Filled file (2025, two properties):
| Dashboard — 2025 | Amount |
|---|---|
| Total rent & income due | $39,600.00 |
| Total received | $39,150.00 |
| Outstanding balance | $450.00 |
| Total expenses | $34,261.00 |
| Net cash flow | $4,889.00 |
| Occupancy rate | 100% |
| Schedule E Summary (excerpt) | 123 Maple St | 456 Oak Ave |
|---|---|---|
| Rents received (Line 3) | $22,200 | $16,950 |
| Mortgage interest (Line 12) | $7,344 | $5,760 |
| Taxes (Line 16) | $2,800 | $2,400 |
| Total expenses (Line 20) | $18,694 | $15,567 |
| Net (Line 21) | $3,506 | $1,383 |
Every one of these numbers is a live formula over the sample logs — change any log entry and the dashboard, monthly P&L and Schedule E summary all move together.
Pricing
Standard
One-time. Yours forever.
- All 8 core sheets listed above
- Blank Template + Sample Filled files
- Quick-Start Guide (PDF)
- Free v1.x updates
Bundle — with Airbnb / STR module
One-time. Yours forever.
- Everything in Standard
- STR (Airbnb) sheet: per-stay fees, cleaning, net payout
- Occupancy, ADR & RevPAR summary
- For landlords mixing long-term and short-term units
Secure checkout via Creem. Files are delivered immediately after payment. One purchase covers your own portfolio — use it for as many of your own properties as the sheets support (10 property rows built in; copy rows to extend).
FAQ
Do I need Excel, or does it work in Google Sheets?
Both. It is a standard .xlsx file with ordinary formulas (SUMIFS, INDEX/MATCH) and dropdowns — upload it to Google Sheets and everything carries over. No macros, no add-ins.
How many properties does it handle?
It is built for 1–10 properties (10 pre-built property rows on the summary sheets, logs hold 500 rows). If you grow past that, you can copy formula rows down — or honestly, at 10+ doors you may be ready for dedicated software.
Is this tax advice or tax software?
Neither. It is a record-keeping tool that organizes your numbers into the Schedule E format your CPA works from. It does not prepare or file a return — see the disclaimer below.
What if a tenant pays partially or late?
That is exactly what the Income Log is for: enter the amount due and the amount received, and the Balance Due column shows the shortfall in red until it is settled. Late fees have their own income category.
How do I get the files and updates?
Checkout is handled by Creem and the download is delivered right after payment. Keep your order email — it is your proof of purchase for free v1.x updates.
What is the difference between the Blank Template and Sample Filled files?
Same workbook, two states: the Blank Template is your working copy (with 2 clearly labeled example rows you delete), and Sample Filled shows a complete worked year for two properties so you can learn the system and sanity-check your own numbers.