Best Rental Property Spreadsheets for Landlords (2026)

From Sort & Keep, the maker of the linked templates. Our current product prices update with your selected currency. Worked examples and third-party prices keep their stated currency and date.

Every landlord starts with one property and one spreadsheet. Rent in, mortgage out, maybe a column for repairs. It works fine. Then you buy a second rental, a third, and suddenly your rental property spreadsheet is a tangled mess of duplicated tabs, broken cell references, and an expense log that stopped making sense around month four.

We hit the wall at three properties. The spreadsheet we'd been using since property one couldn't handle multi-property comparisons, didn't separate expenses by Schedule E category, and had no concept of depreciation tracking. Tax season meant exporting everything into a fresh sheet for our accountant anyway.

One winner stood out. Here are the main considerations.

Get the Sort & Keep Rental Property Portfolio Tracker on Sort & Keep → £29.79 one-time, no subscription.

What Makes a Good Rental Property Spreadsheet?

Most landlord spreadsheets solve one problem and ignore the rest. A template that tracks rent payments won't help you analyze your next deal. A deal calculator is useless the day after closing. The good ones handle three phases in a single tool.

Deal analysis. Before you buy, you need cash-on-cash return, cap rate, DSCR, and ideally IRR. You need sensitivity analysis that shows what happens when vacancy climbs from 5% to 10% or when interest rates shift. If your spreadsheet can't stress-test a deal, you're making six-figure decisions on gut feeling.

Ongoing management. After closing, you need to track income and expenses per property, monitor lease expirations, log maintenance, and compare actual performance against your original projections. If projected cash flow was £500/month and actual is £280, you need to see that in one view, not buried across three tabs.

Tax preparation. At year-end, every expense needs to land in the right Schedule E category. Depreciation needs to be tracked per property with correct useful life schedules. If your spreadsheet doesn't map to tax forms, you're paying your accountant to do data entry at £150-£300 per hour.

Spreadsheets that cover all three are rare. Most options below do one well and ignore the other two. That's the gap the Sort & Keep tracker was built to close. See the full Rental Property Portfolio Tracker breakdown for a walkthrough of every tab.

1. Free Google Sheets Templates (BiggerPockets, Reddit, YouTube)

Platform: Google Sheets
Price: Free
Best for: First-time landlords with a single property

Search "landlord spreadsheet Google Sheets" and you'll find dozens. BiggerPockets forum members share them freely. Reddit's r/realestateinvesting has a few pinned. YouTube creators package them as lead magnets.

Pros:

• Free
• Simple enough to understand immediately
• Easy to duplicate and modify
• Some include instructional notes

Cons:

• Built for 1-2 properties maximum
• Rarely calculate anything beyond basic cash flow
• No IRR, no sensitivity analysis, no depreciation tracking
• Expense categories are vague. "Maintenance" and "other" are not Schedule E line items
• No ongoing support or updates

Verdict: Fine for learning how rental property math works. Not reliable for actual buying decisions or portfolio management. If you have one rental and just want to track rent vs expenses, a free template does the job. The moment you add a second property, you'll feel the limits.

2. BiggerPockets Rental Property Calculator

Platform: Web app (browser-based)
Price: Free (limited) / $39.99/year with Pro membership
Best for: Investors who want a guided deal analysis flow

BiggerPockets built their rental calculator for investors evaluating potential purchases. The guided input flow walks you through every expense category, which helps beginners avoid the classic mistake of forgetting vacancy or CapEx.

Pros:

• Structured input prevents missed expense categories
• Calculates cash-on-cash return, cap rate, and cash flow
• Printable PDF reports for partners or lenders
• Includes the 50% rule and 2% rule as quick screening checks

Cons:

• Web-only. No offline access, no file you own
• $39.99/year recurring. Cancel and your saved analyses are gone
• No IRR calculation
• No sensitivity analysis. One scenario per deal
• No portfolio management. Purely a pre-purchase tool
• Can't track tenants, leases, or ongoing expenses

Verdict: Good training wheels for deal analysis. The guided flow genuinely helps beginners model deals correctly. But it only covers pre-purchase, and a recurring fee for a calculator feels wrong when a one-time purchase does more. You'll still need a separate tool for everything after closing.

3. DealCheck App

Platform: iOS, Android, Web
Price: Free (3 deals) / $12.50/month or $99/year (unlimited)
Best for: Investors who want quick analysis on their phone at a property showing

DealCheck is the most popular dedicated real estate analysis app. It handles rentals, BRRRRs, flips, and multi-family. The mobile interface is genuinely good. You can run numbers in the car outside a showing.

Pros:

• Polished mobile experience for quick screening
• MLS and public record data import speeds up setup
• Calculates cash-on-cash, cap rate, and projected cash flow
• Shareable PDF reports
• Active user community

Cons:

• $99/year for unlimited deals (the free tier's 3-deal cap evaporates your first weekend)
• Their "annualized return" is simplified, not true IRR
• Limited sensitivity analysis
• No portfolio comparison across properties
• No tenant tracking, lease management, or expense logging
• Data lives in their cloud. No export to spreadsheet format

Verdict: Best mobile tool for screening deals on the go. But at $99/year with no portfolio management, tenant tracking, or tax prep features, it's a complement to a rental property spreadsheet. Not a replacement. Use DealCheck for a quick first pass, then run the real numbers in a proper spreadsheet. For a step-by-step look at running those numbers, see our guide to analyzing rental property deals.

4. Stessa (Free SaaS)

Platform: Web app + mobile
Price: Free (basic) / paid tiers for banking and tax features
Best for: Landlords who want automated transaction tracking without spreadsheet work

Stessa (owned by Roofstock) connects to your bank accounts and automatically categorizes rental income and expenses. It's the closest thing to set-and-forget landlord bookkeeping.

Pros:

• Free tier is genuinely useful for income and expense tracking
• Automatic bank feed categorization
• Tax-ready financials with Schedule E mapping
• Mobile app for logging expenses on the go
• Handles multiple properties out of the box

Cons:

• Not a spreadsheet. You can't customize formulas or add your own metrics
• No deal analysis tools (cash-on-cash, cap rate, IRR, sensitivity analysis)
• Upsells to paid banking and lending products (that's how the free tier is funded)
• Data lives in their platform. Limited export options
• Categorization AI gets confused by mixed-use accounts and needs manual cleanup
• No depreciation tracking on the free tier

Verdict: The best free option for landlords who purely want expense tracking. If you won't open a spreadsheet voluntarily, Stessa automates the bookkeeping. But it covers ongoing management while skipping deal analysis and only partially handling tax prep. You'll still need a separate tool for deals and depreciation.

5. Paid Etsy and Gumroad Templates

Platform: Google Sheets and/or Excel
Price: $15-$45 (one-time)
Best for: Landlords who want more structure than free templates without subscription fees

We bought six of the top-selling landlord spreadsheets from Etsy and Gumroad. Prices ranged from $12 to $42. Quality ranged from impressive to embarrassing.

Pros:

• One-time cost, no recurring fees
• You own the file and can customize it
• The best ones include cash flow tracking, lease management, and basic tax categorization
• Better formatting and documentation than free templates

Cons:

• Quality is wildly inconsistent.
• Most cap out at 1-5 properties; adding more means duplicating tabs and hoping
• Sensitivity analysis is rare. IRR is rarer
• Documentation is typically a single-page PDF
• No support after purchase; most sellers don't respond to follow-up questions
• Some lock formulas behind sheet protection with no password provided

Verdict: Worth it if you find a good one. The problem is you can't tell good from bad until after you've bought it. Look for sellers who specifically mention multi-property support, Schedule E mapping, and depreciation tracking. If the listing just says "easy to use" and "beautiful design" with no mention of actual financial metrics, keep scrolling.

6. Custom-Built Spreadsheets (DIY)

Platform: Google Sheets or Excel
Price: Free (your time)
Best for: Experienced landlords with strong spreadsheet skills who want total control

Build exactly what you need. No feature limitations. No compromises.

Pros:

• Complete customization for your specific portfolio and strategy
• No cost beyond your time
• Evolves as your portfolio grows
• You understand every formula because you wrote it

Cons:

• A proper multi-property spreadsheet with deal analysis, tenant tracking, P&L, tax mapping, and depreciation takes 30-50 hours to build and debug
• Errors compound silently. Nobody audits your formulas but you
• Maintenance burden increases with every property added
• Formatting and usability suffer unless you're a spreadsheet designer

Verdict: Great learning exercise. Questionable use of time for actual investing. If your hourly rate is £50 and you spend 40 hours building a spreadsheet, you've invested £2,000 in time to avoid spending £30 on a proven template. Build one if you enjoy it. Buy one if you'd rather spend those hours analyzing deals.

7. Sort & Keep Rental Property Portfolio Tracker (Best Pick)

Platform: Google Sheets (also works in Excel)
Price: £29.79 one-time
Best for: Buy-and-hold landlords managing 1-20 properties who want analysis, management, and tax prep in one tool

We built this because we needed it. After testing everything above and hitting the same wall every time: deal analysis in one tool, expense tracking in another, a third spreadsheet for tax prep, all of them breaking past three properties. We put everything into a single spreadsheet that doesn't require you to leave it at any point in the investment cycle.

This is our pick. And not because we built it. Because after testing seven options, it's the only one that covers all three phases without sending you back to another tab, another app, or another subscription.

Pros:

• Deal analyzer with cash-on-cash, cap rate, DSCR, IRR, and GRM
• Sensitivity analysis for rent growth, vacancy rates, and interest rate changes
• Portfolio dashboard comparing up to 20 properties side-by-side
• Per-property P&L with monthly columns and year-over-year comparison
• Tenant and lease tracker with expiry alerts and vacancy cost calculation
• Mortgage amortization with refinance modeling and extra payment scenarios
• Tax worksheet mapped directly to Schedule E line items
• Depreciation tracking for residential (27.5-year), commercial (39-year), and component-specific useful life
• 1031 exchange timeline and basis tracking
• All formulas visible and unlocked. Customize anything
• One-time £29.79, no subscription

Cons:

• No automatic bank feed or MLS data import (all manual entry)
• Google Sheets can slow down on very large portfolios (15+ properties with several years of data)
• Newer product with a growing community, not a massive one yet
• No mobile-specific interface (works on mobile via the Sheets app but isn't optimized for small screens)

Verdict: Our top pick. It's the only option in this roundup that covers deal analysis, ongoing management, and tax preparation in one spreadsheet that scales to 20 properties without breaking. If you're past the one-property stage, or heading there fast, this is the tool to buy first.

Get the Rental Property Portfolio Tracker on Sort & Keep → £29.79, one-time payment.

Every Sort & Keep property template is built twice. The UK edition uses council tax, EPC ratings, Gas Safety Certificates, and HMRC Self Assessment. The US edition uses Schedule E, 1031 exchanges, and IRS depreciation schedules. Not a currency swap. Separate regulatory frameworks.

Comparison Table

Rental Property Spreadsheet Features That Actually Matter

Not every feature marketed in a rental property spreadsheet is worth paying attention to. Here are the ones that separate useful tools from pretty templates.

Multi-Property Support That Doesn't Break

This is the single biggest failure point. A spreadsheet that works for one property and technically "supports" five by duplicating tabs is not multi-property support. Real multi-property support means a portfolio dashboard where you compare properties side-by-side, per-property P&L sheets that feed into a consolidated view, and formulas that don't require manual adjustment when you add property number six.

Schedule E Tax Categories

Your accountant doesn't care about your custom expense categories. The IRS has specific line items on Schedule E: advertising, auto and travel, cleaning and maintenance, commissions, insurance, legal and professional fees, management fees, mortgage interest, repairs, supplies, taxes, utilities. If your spreadsheet doesn't map to these categories, somebody is doing manual reclassification at tax time. Either you or your accountant at their hourly rate.

Depreciation Tracking

Depreciation is typically the largest non-cash deduction a rental property owner has. A $300,000 property (with $240,000 allocated to the structure) generates $8,727/year in depreciation deductions over 27.5 years. That's real tax savings, roughly $2,180/year at a 25% effective tax rate. Capital improvements (new roof, HVAC, appliances) each have their own useful life and need separate tracking. Most spreadsheets ignore this entirely.

Tenant and Lease Management

Knowing when every lease expires, what every tenant pays, and how long each unit has been vacant shouldn't require opening a separate app. The best rental property spreadsheets include a tenant view that flags leases expiring in the next 60 days, calculates vacancy cost per day, and tracks payment history. This data feeds directly into your cash flow projections and P&L.

Sensitivity Analysis

Your projections are guesses. Good guesses, hopefully, but guesses. Sensitivity analysis answers the question that matters most: how wrong can I be before this deal stops working? What vacancy rate turns positive cash flow negative? What happens if rent growth is 1% instead of 3%? If you're refinancing in three years, what do your returns look like at 6% vs 8%? A deal that only works under perfect conditions isn't a good deal.

For a closer look at running these numbers, see our guide to ROI calculators for real estate investors.

The Bottom Line

Here's the quick decision framework.

• "I have one rental and just want to track rent and expenses." A free Google Sheets template is fine. Don't overthink it.
• "I want to screen deals quickly on my phone." DealCheck's free tier for filtering, then a proper spreadsheet for the real analysis.
• "I hate spreadsheets and want automated tracking." Stessa's free tier handles bookkeeping. You'll still need something else for deal analysis.
• "I'm analyzing my first few deals." BiggerPockets calculator or a paid template with IRR.
• "I manage multiple properties and need analysis, tracking, and tax prep in one place." Buy the Sort & Keep Rental Property Portfolio Tracker. It covers all three phases for a one-time payment.
• "I want total control and enjoy spreadsheet work." Build your own. Budget 30-50 hours and have someone audit your formulas before making buying decisions based on them.

The rental property spreadsheet you choose matters less than choosing one and actually using it consistently. A free template updated weekly beats a £100/year SaaS platform you stopped logging into in March. But if you're past the one-property stage and heading for a real portfolio, investing in a tool that scales will save you more in missed deductions and bad deals than it costs.

Grab the Rental Property Portfolio Tracker for £29.99 on Sort & Keep → One-time payment. No subscription. UK and US editions available.

Related Reads

• Rental Property Portfolio Tracker: Analyze Deals, Manage Tenants, Track ROI
• Buy-to-Let vs Flip: Spreadsheet Comparison
• How to Calculate Cap Rate in Google Sheets
• Landlord Expense Tracker Template
• Property Portfolio Diversification Analysis

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