Free Excel template for tracking rent
A working spreadsheet with real formulas, not an empty table: tenants, rent by month with overdue flags, utility splits by consumption, a monthly statement and a yearly summary with an estimated tax figure.
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What is in the template
Seven sheets that feed each other. You only type the blue numbers.
Instructions
Where everything goes and which cells to leave alone.
Settings
Year, default due day, tax rate and standardised expenses — change them once, everything follows.
Tenants
Tenant, property, lease dates, rent, deposit and payment day.
Rent
Twelve months per tenant: due date, amount, payment and a status that flags OVERDUE on its own.
Costs
Bill, total usage and tenant usage — the tenant's share is a formula, by consumption, fixed or percentage.
Statement
The monthly statement per tenant: rent plus costs is the total due.
Summary
Yearly totals, the number of late payments and estimated tax at 25% of 90% of the rent received.
Where Excel gives up
For a single flat Excel is genuinely enough — which is why this template is free and has no strings attached.
It falls apart at the second tenant and the first shared meter: formulas get copied wrong, rows drift, and six months later nobody knows which statement is the current one.
That is where RentLOG helps: the same calculations, minus the upkeep — payment statuses, meter readings and a portal where the tenant sees their own statement.
Frequently asked questions
Is the template really free?+
Yes. The file is free with no limits — you can download it without leaving an email at all; the form just tells us it was useful to someone.
Which program does it work in?+
Excel, LibreOffice Calc and Google Sheets. The formulas are standard and there are no macros.
Does it calculate tax?+
It calculates an informative estimate: 25% of a base reduced by 10% standardised expenses, on the rent actually received. You can change the rate on the Settings sheet.