A simple income and expense tracker for your rental. Log rent and costs each month to see your cash flow at a glance — and keep the numbers your accountant and lender will ask for in one place.
The template gives you a row for every month and columns for each income and expense category, then totals your monthly and annual net cash flow. It’s the working record behind tax season, your cash-flow analysis, and the documentation a lender reviews when you finance or refinance.
| Rent Income | Monthly rent collected per property or unit. |
| Other Income | Late fees, pet rent, parking, laundry, application fees. |
| Total Income | Rent plus other income for the month. |
| Mortgage (P&I) | Principal and interest — included for cash flow (exclude it for NOI/cap rate). |
| Property Tax | Monthly share of annual property taxes. |
| Insurance | Landlord/hazard insurance premium. |
| Property Management | Management fee, typically 8–12% of rent. |
| Repairs & Maintenance | Routine upkeep and turnover costs. |
| CapEx Reserve | Set-aside for big-ticket items — roof, HVAC, appliances. |
| Utilities | Any utilities the owner pays. |
| HOA / Other | HOA dues, software, accounting, or miscellaneous costs. |
Cash flow subtracts everything, including your mortgage. NOI subtracts operating expenses but excludes financing, so it measures the property itself — the basis for cap rate. Track cash flow here, then compare deals on NOI. To also track leases and occupancy, grab the rent roll template.
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A rental property spreadsheet tracks the income and expenses of your rental so you can see monthly and annual cash flow. It’s the working record behind your tax prep, your cash-flow analysis, and the numbers a lender or buyer will ask for.
Mortgage principal and interest, property taxes, insurance, property management, repairs and maintenance, a capital-expenditure reserve, owner-paid utilities, and HOA or other dues. Tracking a CapEx reserve and management even if you self-manage gives you a realistic picture.
Cash flow = total income minus total expenses, including the mortgage. The template totals each month and annualizes it. For a metric that ignores financing, look at net operating income and cap rate instead.
Cash flow subtracts everything, including your mortgage payment. Net operating income (NOI) subtracts operating expenses but excludes the mortgage, so it measures the property independent of how you financed it. This template tracks cash flow; exclude the mortgage line to approximate NOI.
Yes. Copy the sheet for each property, or add columns per unit. Pair it with the rent roll template to track occupancy and leases alongside income and expenses.
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