Landlord tax prep organizer 2026 + 1099-NEC contractor tracker (US & Canada)

Get every document your rental tax return needs, before your accountant asks. List your rental properties, mark what happened this year (bought, sold, mortgage, short-term rental, co-owned, Quebec), and this workbook builds the checklist for each property, shows what's received, requested and still missing, works out which contractors need a 2026 Form 1099-NEC, counts down your tax deadlines and prints a one-page summary for your accountant. For landlords in the US (Form 1040 + Schedule E) and Canada (T1 + Form T776, with Quebec items), in Excel and Google Sheets. Built for up to 10 properties, 70 checklist items (48 built in), 40 contractors, 500 payments, 20 deadlines and 40 questions.

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

Included in both complete bundles: get this spreadsheet plus 18 more in the Complete Landlord Bundle (US) (CA$79.99, save about 75%) or the Canadian Landlord Bundle (T776) (CA$81.99, save about 74%).

Save with the bundle: get this spreadsheet plus 4 more in the Landlord Money & Tax Planning Bundle (CA$39.99, save about 53%).

Landlord tax prep organizer and 1099-NEC contractor tracker spreadsheet dashboard

What you get

A checklist of 48 documents and tasks in 8 categories: last year's return and depreciation / CCA schedule, rent roll, 1099-MISC / 1099-K, short-term rental earnings, property tax, insurance, HOA / condo fees, utilities, repairs, contracts, management fees, Form 1098 or the year-end mortgage statement, HELOC interest, purchase and sale closing statements, land vs building split, improvements, 1099-NEC and W-9s, RL-31 and TP-128 (Quebec), co-owner shares, mileage, home office and more. Each item shows where to find it; mark it Received, Requested or Not needed, once for the whole return or once per property
Smart items: US items show for US landlords and Canada items for Canadian landlords. “Only if” items switch on just for the properties that need them: closing statements for a property you bought, the 1099-S for one you sold, Form 1098 for one with a mortgage, platform fees and personal-use days for a short-term rental, K-1s and owner shares for a co-owned one
Contractors and payments: list everyone you paid (type and W-9 on file) and log each payment and how you paid. For each contractor: paid in the tax year, the amount that counts toward the 1099-NEC (card and payment-app payments and store-bought goods are left out) and a status: 1099-NEC to send, get a W-9 first, sent, under the threshold, or corporation (law firms still count). The 2026 threshold of US$2,000 is in Settings
Deadlines for your tax year, moved to Monday when they fall on a weekend: Q4 and Q1 estimates, 1099-NEC (Feb 1, 2027), Form 1065 / K-1, Form 1040 + Schedule E or extension; in Canada RL-31 (Mar 1, 2027), instalments, T1 + T776 by Apr 30 and the Jun 15 self-employed date. Days left, due soon, overdue and done, plus your own dates
Questions: note questions for your accountant during the year; the open ones go on the summary
An accountant summary on one printable page: your properties with this year's events, every missing document and which property it's missing for, contractors who need a 1099-NEC (or, in Canada, everyone you paid) and your open questions
A dashboard with documents needed, received, ready %, requested, still to get, days to the next deadline, overdue deadlines, 1099-NECs to send and W-9s missing; ready % by property and by category, with two charts
Check columns that flag missing names, unknown categories, bad statuses, duplicate contractors, payments to someone not on the list, text in amount or date cells and impossible dates; the dashboard counts them for you
A Start Here guide in plain English, to set up in about 15 minutes

Details

How the numbers work: an item counts when it's for your country (or both) and, for “Only if” items, the property is marked Yes for that condition; ready % = documents received ÷ documents needed (Not needed items drop out, Requested items still count as missing); a contractor's 1099 total = services paid in the tax year by check, cash, bank transfer or other
For the 2026 tax year; change the year and threshold in Settings for later years
Up to 10 properties, 70 checklist items, 40 contractors, 500 payments, 20 deadlines and 40 questions; any currency label
Excel 2010+ and Google Sheets, no macros, no add-ons, no subscription
Tested formula by formula against an independent model (US and Canada, Quebec, typed as-of dates, overdue deadlines, tax year 2025 with the old US$600 threshold, cleared data and edge cases), in LibreOffice and live in Google Sheets
Don't store Social Security or SIN numbers in the file

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.
Pick US or Canada, the tax year and your properties, clear the clearly marked sample data, then work down the checklist as documents arrive.

Keep the numbers themselves in the bookkeeping workbook: US edition (Schedule E) or Canadian edition (T776). For the depreciation or CCA figures, see the Depreciation & CCA Schedule.

Free guide: Rental property tax deductions checklist

This is an organizing checklist, not tax, legal or accounting advice, and it doesn't prepare or file any return. It doesn't cover every situation. Forms, thresholds and deadlines change, and public holidays aren't moved: please confirm them with the IRS (irs.gov), the CRA (canada.ca), Revenu Québec or your tax professional. Whether you must file 1099-NECs for your rentals depends on whether your rental activity is a trade or business, so ask your accountant. It was designed with the help of AI tools, then reviewed and tested before release.

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