Free rent tracker template for Excel and Google Sheets
A tidy spreadsheet is the quickest way to start tracking rent. This template marks who has paid, who is due and who is overdue, and adds up the month for you. Download it, open it in Excel or Google Sheets and start typing.
What is in the download
- A rent tracker with space for thirty tenants, a status column that fills itself and totals for expected, collected and still to collect.
- An expense tracker with space for thirty entries and a running total.
Both files are plain CSV, so they open in Excel, Google Sheets, Numbers and anything else that reads a spreadsheet. The formulas are already in place.
How to use the rent tracker
- Open the fileIn Excel, double click the file. In Google Sheets, choose File, then Import, then Upload.
- Replace the example rowsType over the three examples with your own property, space, tenant, rent and due date.
- Fill in Paid on when rent arrivesType the date you received the rent. The Status column changes to Paid by itself.
- Start a fresh sheet each monthSave a copy, clear the Paid on column and move the due dates forward a month.
What each column means
| Column | What to put there |
|---|---|
| Property | The name of the address, for example Maple Court. |
| Space | What the tenant rents, such as Room 1 or Flat 2B. |
| Tenant | The person's name. |
| Rent | The amount due for the period. |
| Due date | The date the rent is due, like 2026-11-01. |
| Paid on | The date you received the rent. Leave it empty until then. |
| Status | Filled in for you as Paid, Due or Overdue. |
| Notes | Anything worth remembering, like how it was paid. |
How the status works
The Status column looks at two cells. If there is a date in Paid on, the rent is Paid. If there is no date and today is after the due date, it is Overdue. Otherwise it is Due.
Formula in the Status column
=IF(C2="","",IF(F2<>"","Paid",IF(TODAY()>E2,"Overdue","Due")))
Spreadsheets do not color cells when you open a CSV, so add a conditional format if you like. Red for Overdue, green for Paid and grey for Due makes the sheet much quicker to read.
How to use the expense tracker
Add one row for every cost. Pick the property it belongs to and a category such as maintenance, utility or cleaning, then write what it was for and who you paid. The total at the bottom adds up as you go.
| Column | What to put there |
|---|---|
| Date | The day you paid the bill. |
| Property | The property the cost belongs to. |
| Category | For example Maintenance, Utility or Cleaning. |
| What it was for | A short note, like boiler repair. |
| Amount | How much you paid. |
| Paid to | The person or company you paid. |
| Notes | Where you filed the receipt, or anything else useful. |
Tips for a clean sheet
- Use one row per tenant, even when several tenants share a space. Our guide on rent per tenant or per room explains why.
- Keep dates in the same format all the way down the column.
- Select every column before you sort, so rows stay together and formulas keep pointing at the right cells.
- Save a dated copy at the end of each month as a backup.
When a spreadsheet stops being enough
A spreadsheet is great until the number of tenants grows or you want to mark rent paid from your phone. If you find yourself scrolling to work out who is late, read rent tracker vs spreadsheet, or try a rent tracker built for landlords that does the status and totals on its own.
Common questions
Is the rent tracker template really free?
Yes. Download it, use it and keep it. There is nothing to sign up for.
Does the template work in Google Sheets?
Yes. In Google Sheets choose File, then Import, then Upload, and pick the file. The formulas come through.
Why is the template a CSV file and not an Excel file?
A CSV opens in every spreadsheet program and keeps the formulas. It cannot store colors or column widths, so add those yourself if you like.