Rent Roll Tracker
A clean, structured Excel workbook for tracking every unit in your portfolio — tenants, leases, rent, deposits, vacancy status, and days until lease expiry.
Most small landlords track their units in a notes app, a shared folder, or nothing at all. This tool gives you one organized place for every active lease — so you always know who's current, who's expiring soon, and what your portfolio is actually collecting each month.
What it tracks
What the Summary tab shows
- Total units in roll and occupied vs. vacant count
- Vacancy rate as a percentage
- Scheduled monthly rent (all units) vs. effective rent (occupied only)
- Annual rent potential from currently occupied units
- Leases expiring within 30 days — review and renew
- Leases expiring within 90 days — plan ahead
- Total security deposits held across the portfolio
How it works
- Enter one row per unit — address, tenant name, lease dates, and monthly rent
- Set the Status for each unit using the dropdown (Current, Month-to-Month, Late, Notice Given, Vacant)
- The Days to Expiry column calculates automatically from today's date — no manual updates needed
- Check the Summary tab for a live portfolio overview every time you open the file
What's included
- Rent Roll Tracker Excel workbook (.xlsx)
- Roll tab with 20 pre-formatted unit rows (expandable)
- Status dropdowns and automatic lease expiry countdown
- Summary tab with live portfolio overview
- Lifetime minor updates included
- Immediate download after purchase
FAQ
I have more than 20 units. Can I add rows?
Yes. Select the last unit row, copy it, and paste below — the formatting, dropdowns, and formulas copy with it. The Summary tab recalculates automatically.
Does it track rent payments month by month?
No — this tool tracks leases and portfolio status, not individual payment history. It tells you who should be paying and what the terms are, not a payment ledger. The Status column lets you flag late units.
Does it work for multiple properties?
Yes. You can label each unit by property (e.g., "123 Main — Unit 1", "456 Oak — Unit A") and the roll tracks everything in one place. The Summary gives portfolio-wide totals.
Is this a subscription?
No. One-time purchase, lifetime minor updates included.