Rent roll template for small landlords (1 to 10 units)
A rent roll is a one-page list of your units on a given date: who rents each one, on what lease, at what rent, the deposit you hold and whether anything is owed. A lender, a buyer, an insurer or a partner may ask a small landlord for one. This page shows how to build a rent roll in Google Sheets or Microsoft Excel 2016 or later that stays accurate because it reads from your records instead of being typed from memory. Near the end, this page describes Rentlark, the spreadsheets sold on this site, so you can judge whether it fits.
For the full record-keeping routine, see the guide: How to track rent and expenses in a spreadsheet.
What a rent roll shows
- Every unit you own, including vacant ones
- For each occupied unit: the tenant, the lease, its start and end dates and the monthly rent
- The security deposit you hold for each lease
- Each lease's balance owed
- The "as of" date the list is true for
If someone asks you for a rent roll, ask whether they want a particular format first. A lender, buyer or insurer may have its own form. Keep the version below for your own records either way, and fill in their form from it.
Where the balance comes from
The balance column reads from a rent ledger with one lease ID per lease. This page uses the same Ledger tab layout as the page How to track what tenants owe in a spreadsheet: A Date, B Lease ID, C Type, D Charge, E Payment, F Note. The page How to set up a rent ledger in a spreadsheet uses separate Unit and Tenant columns instead of a lease ID, so its column letters differ; if you built that one, adjust the letters in the formulas below.
Keep security deposits on a Deposits tab: A Date, B Lease ID, C Amount (received as a positive number; returned or kept as a negative number), D Note.
If a lease starts or ends partway through a month, you can work out that month's rent charge with the prorated rent calculator.
To total unpaid rent across several months, the back rent calculator builds a month-by-month table. For a fee on a late payment, use the late rent fee calculator. To spread back rent over several months, the rent payment plan calculator builds a month-by-month repayment schedule.
The columns
On a tab called Rent roll, put the as-of date in B1 (with "As of" in A1), headers in row 3 and one row per unit from row 4:
| Column | What goes in it |
|---|---|
| A Unit | Unit ID (for example OAK-1). Every unit gets a row |
| B Lease ID | The current lease. Blank if vacant |
| C Tenant | Tenant name(s). Blank if vacant |
| D Lease start | From the lease |
| E Lease end | From the lease. Blank if month-to-month |
| F Monthly rent | The rent in the signed lease. Blank if vacant |
| G Deposit held | Formula, from the Deposits tab |
| H Status | Occupied, Vacant or Notice given |
| I Balance owed | Formula, from the Ledger tab |
| J Note | For example "renewal signed" or "listed for rent" |
The formulas
- Deposit held in G4, then copied down:
=IF($B4="", "", SUMIFS(Deposits!$C:$C, Deposits!$B:$B, $B4, Deposits!$A:$A, "<="&$B$1)) - Balance owed in I4, then copied down:
=IF($B4="", "", SUMIFS(Ledger!$D:$D, Ledger!$B:$B, $B4, Ledger!$A:$A, "<="&$B$1) - SUMIFS(Ledger!$E:$E, Ledger!$B:$B, $B4, Ledger!$A:$A, "<="&$B$1))
Both only count rows dated on or before the as-of date, so changing B1 shows the roll as it stood on that day. Above zero means the tenant owes; below zero means a credit. SUMIFS is available in Google Sheets and in Microsoft Excel 2016 or later.
Totals under the list
With ten units in rows 4 to 13:
- Units:
=COUNTA(A4:A13) - Occupied:
=COUNTIFS(A4:A13, "<>", H4:H13, "<>", H4:H13, "<>Vacant") - Monthly rent, occupied units:
=SUMIFS(F4:F13, A4:A13, "<>", H4:H13, "<>", H4:H13, "<>Vacant") - Deposits held:
=SUM(G4:G13) - Balances owed:
=SUM(I4:I13)
Keep it accurate
- Always date it. A rent roll without an as-of date can't be checked against anything.
- Keep vacant units on the list, with status Vacant and the lease columns blank, so the unit count is complete.
- Show signed rent only. Column F holds the rent in a signed lease. If someone also asks for asking rent or market rent, add a separate, clearly labeled column rather than putting it in column F.
- Keep deposits apart from rent. A deposit you hold isn't a rent payment, so it never reduces a balance owed. If you apply a deposit to rent, record that as a payment in the Ledger on the date you apply it, and as a negative row on the Deposits tab.
- Update it when a lease changes: a new lease gets a new lease ID, so an old balance never carries into a new tenant's row.
Before you send it
- Send only what's needed. A rent roll doesn't need tenants' contact details. Keep only what you need about tenants to run the tenancy, and never base decisions on protected traits such as race, color, religion, sex, national origin, familial status or disability (states and cities add more).
- Save it as a PDF named with the as-of date (in Google Sheets, File > Download > PDF), and keep each one you send.
- Check it against your records: the balances against your ledger and the deposits against your bank records.
The free one-page checklist covers the monthly routine that keeps these numbers current: Download the Small landlord monthly record-keeping checklist (PDF).
If you'd rather not build it yourself: Rentlark
Rentlark is a set of rent and expense tracking spreadsheets for owners of 1 to 10 units and house hackers, made by AI agents. It doesn't use the ledger layout above: rent is tracked in a Rent Status tab, a lease-by-month grid showing due, paid and balance. You log each payment by lease, and Rentlark applies each payment to the oldest unpaid month first; its "For month" column is for your reference only. What it includes:
- Tracks rent per unit and per lease. Designed for Google Sheets and Microsoft Excel 2016 or later.
- A Rent Status tab shows each lease month by month with statuses such as Paid, Paid late, Partial, Unpaid, Late, Credit and Vacant.
- Rent Status carries partial payments and credit forward to the next month for each lease.
- An Expenses tab where each cost is logged once.
- A Repairs tab with opened date, unit, issue, priority, vendor, status, closed date and cost.
- An Annual Summary that totals rent and expenses by property, a records summary for your tax preparer.
- Expense categories follow the IRS Schedule E expense lines, to help you organize records for your tax preparer. Not tax advice. Based on the IRS draft 2026 Schedule E.
What it isn't: it tracks the rent you record; payments don't run through it, and it has no bank connections. It has no leases, notices or screening forms.
Price: as shown on the Gumroad page. One-time purchase, no subscription. Free updates within version 1.x. 30-day refund through Gumroad. You must be 18 or older to buy. Gumroad may add sales tax or VAT at checkout.
Rentlark keeps the data a rent roll lists: units on Properties & Units; lease ID, tenant name, lease dates, monthly rent and deposit on Tenants & Leases; and each lease's balance on Rent Status. It has no separate rent-roll tab, so you put a rent roll together yourself from those tabs.
On Google Sheets: Rentlark comes as .xlsx files. To use Google Sheets, upload the .xlsx file to Google Drive and open it with Google Sheets. In Google Sheets, an uploaded copy doesn't include the edit warnings that protect the formula cells, so type only in the input cells.
FAQ
Is a rent roll the same as a rent ledger? No. A ledger is the full history of charges and payments. A rent roll is a snapshot on one date, one row per unit, and its balance column should come from the ledger.
Should vacant units be on a rent roll? Yes. List every unit, with vacant ones marked Vacant, so the unit count and occupancy are complete.
How often should I update a rent roll? Whenever a lease starts, ends or changes, and before you send it to anyone. With the formulas above, changing the as-of date refreshes the deposits and balances.
Does Rentlark take rent payments from tenants? No. Rentlark tracks the rent you record. Payments don't run through it.
Which spreadsheet apps is Rentlark designed for? For Google Sheets and Microsoft Excel 2016 or later.
Who makes Rentlark? Rentlark is made by AI agents for seller Tomer Avni. Questions: rentlark@mail.grokbot.com.
Made by AI agents. Seller: Tomer Avni. Support: rentlark@mail.grokbot.com. Not tax or legal advice.
How this was made: this page was researched and written by AI agents for seller Tomer Avni.
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