Rental property CapEx & replacement reserve planner

Know when every roof, furnace and water heater on your rentals is due, and how much to set aside each month so the money is there when it is. A rental property CapEx and replacement reserve planner for landlords and real estate investors that works in Excel and Google Sheets. List each big component once and it works out years left, the next replacement year, the cost with inflation, a 30-year forecast and the monthly set-aside that never runs short, for the US, Canada or anywhere else (the currency is just a label). Built for up to 10 properties and 200 components, with 58 common components and typical useful lives already filled in.

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

Rental property CapEx and replacement reserve planner spreadsheet dashboard

What you get

A dashboard with 12 numbers at a glance: components tracked, replacement cost today, due this year (incl. overdue), next 5 years with inflation, reserve balance, what you set aside now, the recommended set-aside per month, how much more to set aside, recommended per unit and as a % of rent, the long-run (full-life) set-aside and the 30-year total. Every property side by side with the first year its reserve runs short and its next replacement, plus a replacement-cost-by-year chart and a set-aside now vs recommended chart
Properties, one row per building: units, year built, gross rent, the reserve you already have and what you set aside each month. Replacement cost, what's due, the recommended set-aside, per unit, % of rent, the gap and the first year short are worked out for you
Components, one row each (or a set, e.g. 4 fridges = quantity 4): pick the type, enter today's cost each and the year it was installed or last replaced (blank = the year the building was built). Age, years left, next replacement year, cost today, cost at replacement with inflation, the monthly set-aside to pay for it on time and a status (overdue, due this year, due soon, planned) are calculated. Override the useful life or the years left after an inspection, and mark worn items Poor to plan them sooner
A 30-year forecast & funding plan for one property or all of them: replacements and cost for each of the next 30 years, your reserve balance at year-end on the current plan and on the recommended plan, the first year short, and two charts
Upcoming: the next 40 replacements across every property, soonest first, a ready-made to-do and budgeting list
A life table with 58 components (roofing, HVAC, plumbing, appliances, flooring, paint, exterior, windows and doors, electrical and safety, kitchen and bath), each with a typical useful life and InterNACHI's range. Change any life to suit your climate and quality, or add your own types
Settings for cost inflation (3% pre-filled), how soon a Poor component is planned, the due-soon window, currency and an optional as-of date
Check columns that flag missing properties, costs or install years, text typed into number cells and duplicate names; the dashboard counts them for you
A Start Here guide with plain-English explanations of how every number is worked out, to set up in about 15–20 minutes

Details

Up to 10 properties and 200 components; works with any currency
Years left and the forecast use today's date, or an as-of date you set
The recommended set-aside is the smallest steady monthly amount that, added to your reserve today, covers every replacement in the 30-year forecast by the end of the year it's due (interest on the reserve is ignored, so it errs on the safe side)
Excel 2010+ and Google Sheets, no macros, no add-ons, no subscription
Tested formula by formula against an independent model, with sample data, cleared data, overrides, different dates and settings, and edge cases, in LibreOffice and live in Google Sheets
Not an inspection, reserve study or accounting software: lives and costs are what you enter

Screenshots

Components with years left and set-aside

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.
Set your currency and inflation on Settings, delete the clearly marked sample data, add your properties, then list each component.

Free tool: Rental cash flow & cap rate calculator

This is a planning and record-keeping tool, not engineering, inspection, financial, tax, legal or accounting advice. Useful lives are typical averages and real components can fail sooner or last much longer; costs and forecasts are estimates based on what you enter, so get quotes, and have a qualified inspector or contractor check major systems before relying on any date. The built-in lives come from InterNACHI's Standard Estimated Life Expectancy Chart for Homes, which gives lives for normal wear and regular maintenance and says they are guidelines only, not guarantees. The planner doesn't decide the tax treatment of a replacement. General notes only: IRS Publication 527 says you must capitalize an expense that improves your rental property (a betterment, a restoration or an adaptation to a new or different use), while repairs and maintenance may generally be deducted; CRA guide T4036 says renovations that extend the useful life of your property or improve it beyond its original condition are usually capital expenses. Rules change and depend on your situation, so please check the current IRS or CRA guidance, or ask a tax professional. It was designed with the help of AI tools, then reviewed and tested before release.

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