What metrics should a rental property spreadsheet track?

A rental property spreadsheet should track cash-on-cash return, cap rate, DSCR (debt service coverage ratio), and ideally IRR (internal rate of return). For ongoing management, it needs rent collection, expense categorization matching Schedule E tax categories, vacancy tracking, and depreciation calculations. Sensitivity analysis showing how returns change with different vacancy rates or interest rates is also essential.

Can a spreadsheet replace property management software?

For most landlords with fewer than 10 properties, yes. A well-built spreadsheet handles deal analysis, rent tracking, expense categorization, and tax preparation. You'll need dedicated software when you have 50+ units, need tenant portals for online rent payment, or want automated maintenance request tracking. The sweet spot is using a spreadsheet for financial analysis and a simple tool for tenant communication.

How do you calculate rental property ROI?

The most common measure is cash-on-cash return: annual pre-tax cash flow divided by total cash invested. Cap rate (net operating income divided by property value) helps compare properties. For a complete picture, calculate IRR which accounts for appreciation, mortgage paydown, and the time value of money. Always run sensitivity analysis to see how your ROI changes with different vacancy rates and interest rates.

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Best Rental Property Spreadsheets for Landlords (2026)

Compare rental property spreadsheets and services for keeping records, exploring purchases and organising a portfolio. Includes a practical checklist.

Tyler Casey

14 Mar 2026 11 min read

Actual September 2026 workbook · fictional UK example data

From Sort & Keep, the maker of the linked templates. Updated 7 September 2026. Product links show current prices and what is included.

A rental property spreadsheet can help you compare a possible purchase, record rent and expenses, or keep an overview of several properties. Start by deciding which of those jobs you need it to do.

This guide covers seven approaches, including our Rental Property Portfolio Tracker. Sort & Keep sells that workbook. This is a guide to choosing a tool, not a claim that we bought and tested every competing product.

Decide which records you need

For an existing rental, you might start with rent received, expenses, payment dates and a property reference on each row. If you are comparing purchases, you will also need to record the assumptions behind each projection.

Write down a short checklist before comparing products. Include the number of properties, the software you use, how you will enter transactions and what you need to share with an accountant or adviser.

1. A free spreadsheet template

A free workbook can be a practical starting point for a simple rent and expense log. Look for clear instructions and visible formulas. Try adding a property and a few fictional transactions before entering your full history.

Check the totals after adding rows. A template may need adjustments as your records grow, and the work involved depends on how it was built.

2. BiggerPockets Rental Property Calculator

The BiggerPockets calculator is an option to explore when assessing a potential rental purchase. Review its current inputs, reports and access terms against the analysis you need.

Keep a record of the figures you entered and where they came from. Purchase analysis is easier to revisit when you can distinguish quoted costs from your own estimates.

3. DealCheck

DealCheck provides property analysis tools, projections and reports. Its published features include entering financing and expense assumptions, viewing projected returns and sharing reports.

It is worth investigating if you want a dedicated analysis interface. Check current plan limits and how you can retain your results before deciding whether it fits your workflow.

4. Stessa

Stessa offers property management and financial tracking tools for landlords. If an online service appeals to you, review its current features, supported connections and account terms.

Consider where your properties are located and whether the service supports the records you need. Check export options and how you would keep access to your history if you changed tools.

5. Paid marketplace templates

Paid templates can provide a prepared structure without requiring you to build the workbook. Compare the actual included sheets, supported software and instructions. Prices and features vary by seller.

Look for an example showing several properties if that matters to you. Ask how new properties are added, whether formulas are editable and what support is included. Avoid assuming every template on a marketplace has the same limitations.

6. Build your own spreadsheet

A custom sheet gives you control over categories, calculations and reporting. It can make sense if you are comfortable maintaining formulas and have requirements that existing templates do not cover.

Start with a small set of records and test the totals against a manual calculation. Keep a backup before structural changes. The time involved depends on the scope and your spreadsheet experience.

7. Sort & Keep Rental Property Portfolio Tracker

Our Rental Property Portfolio Tracker provides a ready-made workbook for property records. The product page shows the included sheets, example screenshots, supplied editions and current price.

Compare those details with your checklist. A workbook can save setup time, but you will still need to enter accurate figures, keep the records current and review the results.

Get the Rental Property Portfolio Tracker, or explore the workbook before buying.

Compare the workflow as well as the features

Recording rent and expenses: try entering a typical month and checking the totals.
Comparing a possible purchase: check that assumptions and projected results are easy to distinguish.
Managing several properties: confirm that records can be separated by property and summarised together.
Working with someone else: check sharing, exports and the format they need.
Keeping control of the file: review download access, formula protection and backup options.

Checks worth making before you commit

Adding another property

Find out how a new property joins the summary. Does it need a new tab, a row in a register or another account? Check that the method is clear enough for you to repeat.

Categories for your records

Choose categories that help you find and explain transactions. Tax treatment depends on your location and circumstances; a category name in a spreadsheet does not establish that a cost is deductible.

Specialist calculations

If you need depreciation or other tax calculations, confirm that they apply to your circumstances with a qualified adviser. This comparison does not assess tax compliance.

Payment and agreement records

Check where payment dates, lease dates and notes belong. Keep supporting agreements securely and use a consistent reference so you can connect a spreadsheet entry with its source.

Changing an assumption

Try changing a rent estimate or an expected cost and inspect the result. A projection should help you understand the effect of those assumptions. It cannot tell you what future rent, costs or property values will be.

Choose a tool you can maintain

Use a small fictional example to try the workflow before committing your full records. Check that the totals make sense and that you can find the information you need again.

If you want a prepared workbook, take a look at the Sort & Keep tracker. If you need automated connections or specialist analysis, compare the relevant services against those requirements.

Choose the right next step

Use the Freelance Command Center for a freelance income and invoice tracker spreadsheet. Use the Rental Property Portfolio Tracker for rent, expense, deal and ROI tracking. The Business Essentials Bundle combines both workbooks.

UK, US and EU editions are included. Open the matching regional folder in your download.