Somewhere around the third property, landlord bookkeeping stops fitting in a notebook. The Rental Portfolio Manager is built for that moment: up to 10 properties in one workbook, each with its own monthly cash flow worked out and flagged, a rent roll that builds itself from your income log, and a portfolio dashboard that answers “how are we doing?” in one screen.

It starts with the Properties table: rent, mortgage, HOA, insurance and tax per month, plus an editable vacancy allowance % for each door. The workbook calculates carrying costs and monthly cash flow, flags your ★ BEST CASH FLOW property, flags the LOWEST — and calls out NEGATIVE CASH FLOW in plain words when a property’s costs beat its rent. Then it is just logging: every dollar in goes in the Income Log (Rent, Deposit or Other), every dollar out in the Expense Log with a Schedule E-style category. The Rent Roll grid pulls the rent payments into a property × month view by itself — a 0 in the grid means vacant or unpaid, in plain sight. Deposits are tracked as money held, and are never counted as income anywhere.

The 7 tabs:
• Start Here — your name or business, the year, your target monthly cash flow per property, and the default vacancy %.
• Portfolio Dashboard — properties tracked, total rent roll, projected monthly cash flow, rent collected, expenses, portfolio NOI, deposits held, and a per-property table with the cash flow flags.
• Properties — one row per property (up to 10): purchase price, current value, rent and monthly costs; vacancy $, carrying costs, cash flow and flags calculate themselves.
• Rent Roll — do not type here: the grey grid builds itself from the Income Log, one column per month, with total collected and months paid per property.
• Income Log — every dollar in, one row: date, property dropdown, type (Rent / Deposit / Other), amount. Rent is entered here, once.
• Expense Log — every cost, one row per property, with the common Schedule E category groupings on a dropdown.
• Year-End Summary — the tax-time sheet: income, expenses and net per property, portfolio expenses by category, and deposits held shown separately.

The example is a real-shaped portfolio, including the problem child. The filled example runs 4 fictional Florida properties (North Port, Port Charlotte, Sarasota, Tampa) from January to July 2026: an $8,250 monthly rent roll projecting $434.50 of monthly cash flow. Cypress Ranch flags ★ BEST CASH FLOW at +$230.25 a month — while Harbor Condo runs −$71.25 a month under a heavy HOA, sat empty in March (watch the 0 in the rent roll), re-rented in April, and its new tenant’s $1,425 deposit is logged as held, adding nothing to income. Year to date: $56,225 collected, $16,996.25 of expenses, $39,528.75 portfolio NOI. Every number is hand-verifiable.

Honest positioning — which RemodelLedger landlord tool do you need?
• One property only? The Rental Property Tracker (Starter) ($14.99) is the single-property sibling — rent log with automatic Paid / Late / Unpaid status, expenses, a maintenance work log, same year-end discipline.
• Two to ten properties? This one.
• Want both? The Landlord Bundle ($34.99) includes this manager and the Starter tracker — save $4.99 vs buying both.
• Flipping rather than holding? The House Flip & Rehab Profit System ($29.99) tracks the deal you sell, from closing day to sale day.

You receive 3 files:
1. The manager, BLANK — ready for your properties.
2. The manager, EXAMPLE — the complete fictional 4-property Florida portfolio filled in, so you can see exactly how everything works.
3. A Quick Start Guide (PDF) — setup in about 10 minutes, every tab explained, and a walkthrough of the example.

Good to know:
• Works in Microsoft Excel and Google Sheets. Yellow cells are for typing, grey cells are formulas — that’s the only rule.
• No subscriptions, no macros, no add-ons. Buy once, reuse for every tax year.
• Instant download — files are available as soon as you check out.
• This is a bookkeeping tool for your own records — not tax advice. Expense categories follow the common Schedule E groupings to keep your records organised; check with a tax professional about your situation.

About how this was made: This spreadsheet was created with the help of AI tools, then independently formula-tested (149 automated checks recalculated and verified, including blank and zero-value cases, with the rent roll cross-checked against the income log) and reviewed before listing — the same standard as every RemodelLedger product. The example properties are fictional.

rent roll tracker

Rental Portfolio Manager Spreadsheet | Landlord Tracker for Up to 10 Rental Properties | Excel & Google Sheets