Rent ledger template
A rent ledger in Excel: month, rent due, amount paid, date paid, late fee, balance and notes, for one tenant or a small building.
- ๐บ๐ธ US format ยท Letter size
- Free
Pick your options and the preview updates. The file opens in Excel, Google Sheets or Numbers.
The file is built in your browser. Nothing is uploaded or saved.
Sheets
- How to use
- Rent ledger: month and rent due pre-filled for the term, amount paid, date paid, late fee, other charges, running balance (formula, blank after today), notes, totals row, then deposit held and late fee reference cells, a Current balance formula and signature lines
Color key
- Yellow cells: fill these in
- Blue cells: formulas, leave them as they are
- Gray rows: examples you can delete
1 / 1
Rent ledger: ________
| Month | Rent due | Amount paid | Date paid | Late fee | Other charges | Balance | Notes |
|---|---|---|---|---|---|---|---|
| 2026-10-01 | 2026-10-01 | (auto) | Paid in full on the due date | ||||
| 2026-11-01 | 2026-11-07 | 50 | (auto) | Paid 6 days late; $50 late fee per the lease | |||
| 2026-12-01 | (auto) | ||||||
| 2027-01-01 | (auto) | ||||||
| Totals | =SUM(โฆ) | =SUM(โฆ) | =SUM(โฆ) | =SUM(โฆ) |
This shows the first part of each sheet as it prints on Letter paper. The file also has a how-to sheet and formulas, and every column fits one page width when you print from Excel.
How to use it
Type the tenant or unit, the monthly rent, the first month of the lease and whether you want 12 or 24 months. You get one sheet with a row per month, the rent already in the Rent due column, and columns for the amount and date paid, a late fee, other charges and notes. The balance runs down the sheet and stops at the current month, so future rent does not show as owed.
Each time rent arrives, type the amount and the date. If it came in after the grace period, add the late fee the lease allows and say so in Notes. The Current balance cell under the table is what the tenant owes today, or how far ahead they are paid if it is negative. Fill in the deposit held cell once so the sheet is a complete record of the tenancy.
Things to watch
Write a note on every line that is not a plain on-time payment: a partial payment, a waived fee, a repair credit. In a deposit dispute or an eviction case the ledger is the exhibit, and a line without a note is the line that gets questioned. Keep one sheet per tenant and do not reuse a sheet for the next tenant in the same unit; make a new file.
Calculators that go with this
Frequently asked questions
The rent changed in the middle of the lease.
Type the new amount over the Rent due cell for that month and the months after it. The balance follows. Put a note on the first changed month, for example: renewal at $1,495 from January.
Can I track several units in one file?
Make a sheet per tenant: right-click the Rent ledger tab, choose Move or Copy with Create a copy, and rename it. Each copy keeps its own formulas. For a whole building, the summary is easier in a separate rent roll sheet that references each tab's Current balance cell.
Does it work in Google Sheets?
Yes. The formulas are IF, SUM, SUMIF and TODAY, which work the same in Google Sheets. Keep the Month and Date paid columns as real dates so the balance and the Current balance cell calculate.
Is what I type saved anywhere?
No. Everything stays in your browser and nothing is sent to our server. If you refresh the page it is gone, so print, save a PDF or download the DOCX when you are done.