Free template · instant download
Rent roll template
A clean spreadsheet for tracking every unit in one place - property, unit, tenant, lease dates, monthly rent, deposit, and status. It downloads as a CSV that opens in Excel, Numbers, or Google Sheets, with a few example rows already filled in.
Short answer
A rent roll lists every unit you own with its tenant, lease start and end, monthly rent, rent due day, deposit held, and current status, so one glance answers who rents what and whether they have paid. Lenders ask for one at refinance and buyers ask for one at sale. The template below is a nine-column CSV that opens in Excel, Numbers, or Google Sheets, with example rows already filled in.
What a rent roll is
A rent roll is the one document that answers, in a single glance, who rents what and whether they've paid. For every unit it lists the property, the unit, the tenant, the lease start and end, the monthly rent, the day rent is due, the deposit you're holding, and the current status. Lenders ask for one when you refinance, a buyer asks for one when you sell, and you should keep one for yourself the rest of the time.
The columns in this template
The template gives you nine columns, each earning its place: Property and Unit so a building with several doors stays organized; Tenant for who's there; Lease start and Lease end so you see renewals coming before they surprise you; Monthly rent and Rent due day for the money and its timing; Deposit for what you're holding and owe back; and Status - paid, late, partial, or vacant - for the at-a-glance health check.
How to actually run it
Fill a row per unit, including vacancies, so the empty doors are as visible as the full ones. Keep the lease-end column honest and sorted, because a lease quietly rolling month-to-month is how landlords end up under market for a year without noticing. Each month, mark the status as rent comes in. The total of your monthly rent column is your gross scheduled rent; the gap between that and what actually landed is your delinquency, and it should be a number you can say out loud at any moment.
Where the spreadsheet starts to creak
A spreadsheet is a fine place to start and an honest one. It also doesn't compute a late fee from a grace period, doesn't remind you that a lease ends in 45 days, doesn't roll the numbers into a Schedule E, and quietly lets a stale row sit wrong for months. The moment you're reconciling your bank app against a sheet against your memory, you've outgrown it.
Where this leads next
Rent Roll
A rent roll is a one-page snapshot of every unit, tenant, lease term, rent, and balance across your portfolio, read at a glance.
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