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Rental property spreadsheet for small landlords: what to track

What a small landlord should track (rent roll, expenses, NOI, cash flow, cap rate) and when a spreadsheet beats property management software.

Short answer

With 1 to 10 properties, a well-built spreadsheet covers rent tracking, expenses and returns without a monthly software fee. Past that, or if you need tenant portals and online rent collection, property management software is the better fit.

What to track

Rent roll (lease dates, deposit, rent expected vs received), an expense log by property and category, net operating income (NOI), debt service, cash flow, cap rate, cash-on-cash return, and leases ending soon.

Our template

Rental Property Spreadsheet ($19.99): one .xlsx file. Up to 10 properties with loan details and automatic mortgage payment, rent roll for up to 40 units, 800-row expense log, per-property and portfolio P&L, a deal analyzer (cash flow, cap rate, cash-on-cash, 1% rule) and a dashboard with leases ending in 60 days.

Pros and cons

Pros: one-time price, you own the data, works in Excel or Google Sheets. Cons: no online rent collection, tenant screening or bank sync. Estimates only; not financial, legal or tax advice.

Where to get it

Digital downloads, delivered instantly through Etsy. Nothing ships. Not affiliated with Microsoft or Google.

Written by Greenskeeper.studio about our own products. Updated October 2026.