Free Rent Ledger Template for Excel
A rent ledger records what each unit owes and what you received. This free Excel template records each payment separately, applies it to a rent month, and calculates outstanding balances and credits as of the date you choose.
Download the free Excel rent ledger
The workbook has room for 250 rent rows and 250 payment rows. It includes a fictional January 2027 example and runs in your spreadsheet app without an account.
How to track rent payments
- In Rent due, enter one row per unit and rent month. Use the first day of the month for the rent period, and enter the actual due date in the separate field.
- In Payments, record each received payment with its date, amount, channel, and the rent month it covers. Use the same unit code on both sheets.
- In Monthly close, choose the month and an as-of date. Review the outstanding amount, credits, and issue counts before closing your records.
Worked example with a partial payment
In the workbook’s January example, three units owe $3,100. The as-of date is January 15. A $1,000 payment received on January 20 stays out of the January 15 balance, even though it applies to January rent.
| Unit | Scheduled | Received | Outstanding |
|---|---|---|---|
| OAK-1A | $1,200 | $1,200 | $0 |
| OAK-1B | $900 | $400 | $500 |
| PINE-2 | $1,000 | $0 | $1,000 |
| Total | $3,100 | $1,600 | $1,500 |
For OAK-1A, a $700 ACH payment and a $500 Zelle payment appear as separate entries. Both count toward the same unit and rent month. When replacing the example, clear the green sample input cells and keep the formula columns.
How do I record January rent paid in February?
Enter the actual February receipt date and select January as the rent month. A January month-end report will exclude that receipt. Reopen the January report with an as-of date on or after the payment date to see the updated balance.
What should I check before closing the month?
Compare recorded receipts with your payment records. Review duplicate unit-and-month charges and payments that have no valid rent row. Keep a local copy of the workbook and use unit codes in place of tenant names or bank details.
To estimate how rent, vacancy, expenses, and financing affect a property before you buy, use the rental property cash flow calculator.