Rent collection tracker & tenant ledger

Know who has paid, who is late and who owes what, in one rent tracker for up to 30 tenants across 10 properties. 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.

Rent collection tracker spreadsheet with colour-coded rent grid

What you get

A rent grid with every tenant and every month, colour-coded automatically: Paid, Late, Partial, Unpaid, Due (within grace) or Upcoming
A tenant ledger: pick a tenant and see rent charged, late fees, payments and a running balance month by month, plus their full payment history
A late-fee calculator: set each tenant's due day, grace days and fee rule (flat amount and/or % of rent, or 0 where late fees aren't allowed); fees are assessed automatically and you can waive any
An arrears summary with total owing per tenant, ageing (0–30, 31–60, 61–90, 90+ days), months behind and opening balances carried from last year
A 1,000-row payments log where every payment gets a receipt number automatically
A printable receipt: pick a receipt number, then print or save as PDF
A dashboard with rent due vs collected, collection rate, total owing, late fees, this month's status and 2 charts
An “as-of” date: leave it blank for today, or type a past date to see where things stood
A Start Here guide to set up in about 10 minutes

Details

Up to 30 tenants across 10 properties
1,000-row payments log
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 tenants and log payments as they come in.

This is a record-keeping tool, not legal, tax or accounting advice. Late fees, grace periods, receipts and deposits are regulated differently in every state, province and city (some don't allow late fees at all). The tracker only does the maths for the rules 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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