Rent tracking: what to record and how
Updated: 3 November 2026
Good rent records aren't red tape — they're what saves you an afternoon of bank statements in February and an argument about who owes whom when a tenant moves out. This guide covers what to record, how to make it a monthly routine and when it's time for a tool.
Why keep records at all
- Tax: the rental income return is based on what you actually received in the year.
- Late payments: you see at once who hasn't paid and how much they owe.
- Utilities: you can show the tenant what each month's statement is made of.
- End of tenancy: the deposit, overpayments and debts are clear without detective work.
- Returns: you know what the property really earns after costs and tax.
What the records should contain
- Properties and units: address, unit, the meters that belong to it.
- Leases: tenant, start and end, rent, due date, deposit.
- Rent by month: amount, date paid, status (paid, partial, overdue).
- Utility costs: the bill, how it's split, the tenant's share, the payment.
- Meter readings: date and reading, with a photo at move-in and move-out.
- Yearly summary: total rent received, costs and estimated tax.
A 15-minute monthly routine
- On the same day each month, read the meters or ask the tenant for a photo.
- Enter the bills that arrived and split them as agreed.
- Send the tenant a statement: rent + utilities ± anything carried over from last month.
- When the payment arrives, mark it paid; carry any difference into next month.
- Once a year, review the summary and fill in the tax return from it.
Excel or an app?
For one flat with one tenant, a well-built spreadsheet is enough. The free Excel template has rent by month with overdue flags, utility splits by usage, a monthly statement and a yearly summary with estimated tax.
With several units, several tenants or costs split by meters, a spreadsheet gets fragile: formulas break, carry-overs get forgotten, and the tenant only sees what you send them. That's when an app like RentLOG pays off — free for one property, with a portal where tenants see their own statements, payments and readings.
How long to keep records
Keep leases, statements and proof of payment for at least as long as FURS can review your return — we recommend at least five years after the end of the year they relate to, and leases for five years after the tenancy ends.
Put it to use
Frequently asked questions
Are rent records mandatory?+
There's no prescribed format for private landlords, but your rental income return must reflect what you actually received — without records, that means digging through bank statements.
What's the easiest way to start?+
Download the free Excel template, or open a free RentLOG account for one property and enter your current lease and the latest meter readings.
How do I record a tenant's rounded payments?+
Record the difference between what was paid and what was owed as an overpayment or debt, and apply it to the next statement.
This guide is for information only and is not tax or legal advice. Check the current rules with FURS before you file.
More guides
Rental income tax in Slovenia: how much, when and how
25% of 90% of the rent, filed by 28 February — with worked examples and common questions answered.
Read the guide →Splitting utility costs between landlord and tenant
Who pays what, four ways to split a bill, and how to handle rounded-up payments.
Read the guide →