Free Property Management Excel Template (Rent Roll)
What's in the property management template
The template is a single Rent Roll sheet with one row per unit: the unit number, tenant name, monthly rent, lease start and end dates, occupancy status, and a notes field.
With 50 rows, it covers a small-to-mid-size portfolio on one sheet — the standard rent roll layout property managers and small landlords use to see every unit at a glance.
What calculates automatically
The summary counts total units listed and how many are currently occupied, then calculates the occupancy rate from those two numbers as you update each unit's status.
It also totals the monthly rent for occupied units only, so you get a real collectible-rent figure rather than a total that includes vacant units at their listed rent.
Why this beats a blank spreadsheet
A blank spreadsheet means building the unit list, then writing occupancy-rate and occupied-rent formulas yourself — and re-checking them as units turn over.
This template already has the rent roll structure and those summary formulas in place. You update tenant, rent, and status per unit, and occupancy rate and occupied rent stay correct automatically.
How to use it
- List each unit with tenant name, monthly rent, and lease start/end dates.
- Update the status column as units are occupied, vacated, or re-leased.
- Check the summary for occupancy rate and total monthly rent from occupied units.
Download the free Free Property Management Excel Template (Rent Roll)
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Real Estate Investor Pack
If you're managing rentals for their return, not just occupancy, the paid Real Estate Investor Pack ($39) adds a rental P&L with automatic DSCR and cash-on-cash return, a proforma, and a CMA.
See the full versionFrequently asked questions
Can I use this property management template in Google Sheets?
Yes. Upload the downloaded file to Google Drive, then open it and choose File > Save as Google Sheets. The occupancy rate and rent totals keep working.
Is this template really free?
Yes. You give an email address to download it, and then it's yours to use with no further cost.
Does this handle rent collection or late payments?
No, this template is a rent roll — it shows what should be collected per unit, not a payment ledger. For tracking actual charges and payments received, use it alongside a rent ledger.
What's the usage license?
Personal use or use within one business. It's not meant to be resold or redistributed as a template product.
Can I track more than 50 units?
Yes, it's a standard Excel/Google Sheets file. Add rows below the existing table and extend the occupancy and rent-total formulas to cover the new rows.