Landlord maintenance & security deposit log

Keep every repair, routine task, inspection and security deposit in one place, in a landlord log that works in Excel and Google Sheets. For landlords in the US, Canada and anywhere else (currency is just a label).

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Instant digital download (.xlsx). No macros, no subscription.

Landlord maintenance log and security deposit tracker spreadsheet dashboard

What you get

A maintenance & repair log for 1,000 work orders by property and unit: category, priority, vendor, status, cost, who paid and invoice/photo ref; work-order numbers and days open fill in automatically
A vendor list for 50 trades and contractors with contact details, rating and licence/insurance expiry flags; jobs, open jobs and total billed fill in automatically
A recurring maintenance schedule (filters, smoke/CO alarm tests, gutters, furnace service, water heater and more) with next due date and Overdue / Due within 30 days status
A move-in / move-out inspection checklist: 45 items across 8 rooms and areas, condition dropdowns, notes, photo refs, automatic “Worse” flags, estimated repair/cleaning cost and signature lines
A security deposit tracker: amount, type, where it's held, optional interest, itemized deductions, refund due, return deadline and status (Held, Move-out coming, Return due, OVERDUE, Returned)
A dashboard with open and urgent work orders, owner spend by property, category and month, overdue tasks, deposits held and overdue returns, plus 2 charts
A Start Here guide to set up in about 10 minutes

Details

1,000 work orders and 50 vendors
45-item move-in / move-out checklist
Excel 2010+ and Google Sheets
No macros, no add-ons, no subscription
Tested formula by formula with sample data

Screenshots

How it works

Buy on Etsy and download the .xlsx file.
Open it in Excel, or upload it to Google Drive and choose File → Save as Google Sheets.
Delete the clearly marked sample data, add your properties and start logging.

This is a record-keeping tool, not legal, tax or accounting advice. Deposit limits, interest, how deposits must be held, return deadlines and allowed deductions all differ by state, province and city. The tracker only does the arithmetic for the numbers you enter, so please check your local rules. It was designed with the help of AI tools, then reviewed and tested before release.

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