You said yes to a duplex, or yes to a second house, and you are now the back office. The landlord who lasts is the one who can say who is late, what the plumber charged, and whether the deposit still covers the carpet — without reconstructing December from a bank export. You can build that file from the schema below. If you would rather open a workbook that already has the formulas, each job maps to one live listing at its current price.
- Four questions a rent roll must answer
- Where ChatGPT belongs — and tenant PII does not
- DIY minimum tabs (no purchase)
- Job 1 — Who paid, who is late, what repairs cost
- Job 2 — Held, deducted, refunded, remaining
- Job 3 — Empty days and make-ready
- Sibling job — if you also sell on Etsy
- Love Guarantee
- FAQ
Four questions a rent roll must answer
| Question | What “done” looks like | Live listing (29 Aug 2026) | Price |
|---|---|---|---|
| Who paid? | Units, leases, payment log with paid / partial / late, expenses, dashboard of rent vs costs | Landlord Rent Roll 4483585796 |
$6.99 |
| What do you still hold? | Deposit ledger, itemized deductions, refunds actually paid, remaining $ as formulas | Security Deposit Tracker 4562846904 |
$6.99 |
| Empty days? | Notice to new lease, vacant / notice / occupied counts, make-ready, work orders | Vacancy Tracker 4563056483 |
$6.99 |
| Also an Etsy shop? | Order-level listing / transaction / processing fees and net — not a rent roll | Seller Bookkeeping 4533025325 |
$6.99 |
Practical stack: rent roll plus the security-deposit file. Add vacancy only when a unit is in turnover week. Seller bookkeeping is a different business — do not log Etsy fees in the rent roll. All four listings were active at $6.99 USD on the pull that updated this page.
Where ChatGPT belongs — and tenant PII does not
Useful:
- A late-letter draft from a template: amount due, days late, where to send payment. You fill in the name and address yourself from your ledger.
- A clause summary of a redacted lease PDF (names, SSN, bank details, dates of birth stripped).
- A
SUMIFSthat totals the payment log by unit and month, and a flag for lease-end within 60 days of today.
Hard rule: tenant Social Security numbers, bank account numbers, dates of birth, and unredacted leases do not go into a consumer chat. A rent roll stores who paid. Identity documents stay in the file cabinet or a locked drive you control.
Schedule E mapping — if a workbook offers a helper tab that lines totals up next to common Form 1040 Schedule E Part I labels — is a convenience, not a filing. A CPA still wins if numbers disagree. This page is not tax advice.
DIY minimum tabs (no purchase)
One Google Sheet. Four tabs. Sample rows in a highlight color until the formulas work, then overwrite them with real units.
1. Units
Address, unit, beds/baths, tenant (or “VACANT”), rent, deposit, status (Occupied / Notice / Vacant), lease start, lease end, days to lease end. Status is a fact you maintain. Days to lease end is a formula from lease end minus today.
2. Rent log
Date, unit, amount due, amount received, status (Paid / Partial / Late), method, notes. One row per payment event, not one row per year. Partial and late are not the same as vacant.
3. Expenses
Date, unit (or “portfolio”), category (repairs, insurance, taxes, turnover, utilities you cover, HOA), payee, amount, deductible Y/N that you set — the sheet does not know the tax code.
4. Dashboard (formulas only)
Occupancy (occupied units / total units), rent collected this month, expenses this month, simple YTD net, count of leases ending in 60 days. You do not type those totals. If a dashboard cell is a typed number, the roll is already lying.
That DIY file is enough for a duplex. Move-out deductions, vacant-day math, and a 30-day vacancy-loss estimate are the pieces people usually skip — which is why the sibling listings exist.
Job 1 — Who paid, who is late, what repairs cost
Landlord Rent Roll Spreadsheet | Rental Property Tracker Tenant Payment Income Expense Excel
Listing 4483585796 · $6.99 · state active (Etsy Open API, 29 August 2026). Instant download. Nothing ships.
This is the shop's main landlord workbook. Listing copy: dashboard of rent collected, expenses, and net; property and unit tracker; tenant and lease database (who lives where, lease start/end, deposit); rent payment log with paid / partial / late flags; expense and maintenance tracker (repairs, utilities you cover, HOA, insurance). Built for day-to-day landlord bookkeeping for 1–20 units — not a deposit ledger, not a vacancy file, and not enterprise property-management software. Listing copy describes Schedule E–style organization for your own records or a CPA conversation; that is not a filed return.
Excel (Mac or PC) or upload the .xlsx to Google Drive and open with Sheets. Replace sample properties with your units. Log rent and expenses as they happen.
Open the live Rent Roll listing — $6.99
Job 2 — Held, deducted, refunded, remaining
A rent roll answers who paid. Move-out is a different pile: what you still hold, what you deducted, what you actually refunded, and what remains. Return-by dates on a sheet are reminders you type — the file does not look up deposit-return law.
Security Deposit Tracker Spreadsheet | Landlord Refund Deduction Log Excel Sheets
Listing 4562846904 · $6.99 · active. Six tabs: Start Here, Dashboard (held, deducted, refunded, remaining), Properties, Deposit Ledger, Deductions, Refunds Paid. Remaining = held − deductions − refunds. You do not type totals on the dashboard. Not tested in Apple Numbers.
Open the live Security Deposit listing — $6.99
Job 3 — Empty days and make-ready
Notice is not vacant. Vacant is not leased. Days vacant × monthly rent ÷ 30 is a planning estimate on the live listing — not a proration and not a Schedule E line.
Landlord Vacancy Tracker Spreadsheet | Tenant Turnover Make Ready Log Excel Sheets
Listing 4563056483 · $6.99 · active. Six tabs: Start Here, Dashboard (vacant / notice / occupied counts, vacancy-loss estimate, make-ready $, unpaid work orders), Properties, Turnover Ledger, Make-Ready (letter-landscape printable walkthrough), Work Orders. Not a rent roll. Not a deposit ledger. Not property-management software.
Open the live Vacancy listing — $6.99
Sibling job — if you also sell on Etsy
Gross sales are not profit. Listing fees, transaction fees, and processing fees eat the margin. That math does not belong on a rent roll. If the same person is the small landlord and an Etsy seller, use a separate seller file.
Etsy Seller Bookkeeping Spreadsheet | Fee Calculator Profit COGS Tax Tracker Excel Google Sheets
Listing 4533025325 · $6.99 · active. Twelve-tab order log: listing, transaction, and processing fees and net calculate per sale, plus expenses, P&L, a fee/price solver, sales-tax collected, mileage, and inventory. Fee rates in the file are a starting model — verify current Etsy rates. Not tax software. Skip this listing if you only needed the rent roll.
Open the live Seller Bookkeeping listing — $6.99
Love Guarantee and custom work
Every listing on this page carries the same 14-day Love Guarantee from live listing copy: message Smart Files Shop if the file is not right — free fix, free small customization, or refund.
Free small customizations (typical on these listings): rename a column, add a header, change a deduction category, swap a property label, add a work-order category.
Paid customs are quoted before any extra charge. Typical menu on the vacancy listing copy: light custom $15–$29; standard custom $39–$79; deep custom $89–$149 by scope. The shop does not take property management, eviction work, or tax filing.
Rent roll for who paid. Deposit file for what you still hold.
ChatGPT for a redacted late-letter draft. Tenant SSN stays out of the chat.
FAQ
Do I need property-management software for a few doors?
Usually no. A rent roll that answers occupancy, collections, expenses, and lease-end dates is enough for 1–20 units. Add a deposit file at move-out and a vacancy file in turnover week.
Can I paste a lease into ChatGPT?
Only after you strip names, SSN, bank details, and dates of birth. Ask for a clause summary or a late-letter draft from that redacted copy.
Is a Schedule E helper a tax form?
No. Some sibling workbooks map totals to common Schedule E Part I labels as a convenience. That is not a filing, not depreciation math, and not a statutory deadline.
What is the live price of the rent roll?
$6.99 USD on listing 4483585796, state active, as of the 29 August 2026 Etsy Open API pull. Checkout on Etsy is the source of truth if the price changes.
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Last updated 29 August 2026 against a live Etsy list-listings active pull (94 actives). AI-assisted draft; human-reviewed against listing copy. Not deployed from this edit until quality prints APPROVED.