Rental Property Income and Expense Spreadsheet

Who this is for

One property, one period, one net figure. Every cost goes in the expense table with a category against it, rent and any other receipts go in the income table, and the difference is worked out for you — the number a tax return, a lender or a decision to sell starts from.

Private landlords with one or a few properties, and anyone letting a room, an annexe or a holiday let who needs the year's figures in one place rather than in a bank statement.

What this helps you track

• Every rent payment and other receipt for the period, dated and totalled
• Every cost with a category, so the year can be summarised by type
• The net figure — income less expenses — for the period on the sheet
• Which costs still have a receipt to find before the return is done

How to use it

1. Write the property and the period — a tax year, a calendar year or a quarter — at the top.
2. Enter each receipt in the income table as it arrives: the date, where it came from and the amount.
3. Enter each cost in the expense table with a category and tick the receipt column once you have the paperwork.
4. The spreadsheet and browser versions total both tables and show the net figure; on paper, add each column at the end of the period.
5. Keep one sheet per property per period, so that figures for different properties never mix.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

Which expenses can I set against the rent?

That depends on the tax rules where the property is and they change, so the sheet does not say. Record everything you spend with a category; you or your accountant can decide what is allowable when the return is prepared.

Where does the mortgage go?

There is a category for it. Whether the interest, the capital or neither counts as an expense for tax is a question for the rules where you are, which is why the sheet records it as a cost and leaves the treatment to you.

Does it handle more than one property?

One property per sheet is the safer habit, because a tax return usually wants figures per property or per portfolio and it is easier to add sheets together than to split one apart. In the browser version, save a copy for each property.

What about the deposit?

A deposit is not income while it is held, so leave it out of this sheet. If part of it is kept at the end of a tenancy, record that as income with a note; the deposit return checklist works out the amount.