Rent tracker template
By Maya Ellison - updated
A rent tracker shows a whole year of rent at a glance: one row for each unit, one column for each month, and the rent received in each cell. It answers the questions a property owner asks most often: who has paid this month, which units sat empty and how much has come in so far this year. Download the CSV for Excel, Google Sheets or Numbers, or print the blank tracker with twelve month columns and a totals row.
Download the free rent tracker template
Enter your email to get the CSV and the printable copy. The CSV opens in Excel, Google Sheets or Numbers.
The printable copy is blank, ready to fill in by hand or save as a PDF from your browser's print dialog. It is one landscape letter page with blank lines at the top for property, year and prepared by, and 12 rows with columns for unit, tenant, monthly rent, jan, feb, mar, apr, may, jun, jul, aug, sep, oct, nov, dec and received to date, plus a totals row.
A filled-in rent tracker
The Maple Street fourplex from July to October 2026, the same building as the rent roll template. In October, units 1A, 1B and 2A paid $1,450 + $1,400 + $1,575 = $4,425 of the $4,600 billed, and unit 2B stood empty, which leaves unit 2A's $175 balance. Two partial months are prorated: S. Patel moved into unit 2A on August 15 and paid $1,750 / 31 days x 17 days = $959.68 for August, and A. Brooks paid $1,650 / 30 days x 15 days = $825 for September before moving out of unit 2B on September 15. From January to October the building took in $55,809.68.
| Unit | Tenant | Jul | Aug | Sep | Oct | Received to date | Balance due |
|---|---|---|---|---|---|---|---|
| 1A | M. Chen from Mar 1 | $1,450.00 | $1,450.00 | $1,450.00 | $1,450.00 | $11,600.00 | $0.00 |
| 1B | D. Okafor | $1,400.00 | $1,400.00 | $1,400.00 | $1,400.00 | $14,000.00 | $0.00 |
| 2A | T. Morales, then S. Patel | $1,700.00 | $959.68 | $1,750.00 | $1,575.00 | $16,184.68 | $175.00 |
| 2B | A. Brooks to Sep 15 | $1,650.00 | $1,650.00 | $825.00 | Vacant | $14,025.00 | $0.00 |
| Total | $6,200.00 | $5,459.68 | $5,425.00 | $4,425.00 | $55,809.68 | $175.00 |
When to use a rent tracker
Use it once rent is due each month. Fill in what each unit paid, mark the months a unit stood empty, and the gaps show at once: a unit with a blank cell has not paid, and a column with a low total is a month to look into.
A rent tracker works alongside two other records. The rent ledger keeps every charge and payment for one tenant, with a running balance, and the rent roll describes every unit and lease on one date. The tracker sits between them, with one line per unit for the whole year, and it is the quickest way to see a property's collections over time.
What a rent tracker should include
- The property and the year the tracker covers.
- One row for each unit, with the current tenant's name and the monthly rent on their lease.
- One column for each month, holding the rent received, or Vacant for a month the unit stood empty.
- The total received to date for each unit, and a totals row for each month.
- The balance each tenant still owes.
- Notes for anything that changes a month's amount: a move-in or move-out partway through the month, a partial payment or a late fee.
How to use this rent tracker template
The CSV holds the invented Maple Street fourplex's rent for January to October 2026, with November and December still to come, and blank rows for more units. The printable tracker prints in landscape, so all twelve months fit across one page, with a totals row at the bottom.
- Download the CSV or the printable tracker below, and start a new copy for each property and each year.
- List each unit on its own row, with the current tenant and the monthly rent from the lease.
- After rent is due each month, enter what each unit actually paid. Leave the cell blank until a payment comes in, and write Vacant for a month the unit was empty.
- For a partial month, enter the prorated amount and note how you worked it out. The prorated rent calculator does the arithmetic.
- Add up each unit's row in Received to date, and each month's column in the totals row.
- Carry any unpaid amount to Balance due, and check it against the tenant's rent ledger.
Common rent tracker mistakes
- Entering the rent due in place of the rent received. The tracker is only useful if each cell shows money that actually came in.
- Leaving vacant months blank. A blank cell should mean a tenant has not paid yet, so mark empty months Vacant and the two never get confused.
- Recording a partial payment as paid in full. Enter the amount received, and carry the rest to the balance column.
- Mixing deposits with rent. A security deposit is money held for the tenant, so keep it out of the monthly rent columns.
- Starting a new row for every tenant. Keep one row per unit and name the change in the notes, so each row shows the unit's whole year.
Frequently asked questions
What is a rent tracker?
It is a grid with one row per rental unit and one column per month, showing the rent received from each unit in each month. It shows at a glance who has paid, which units were empty and how much rent has come in over the year.
What is the difference between a rent tracker and a rent ledger?
A rent ledger follows one tenant's account line by line: each charge, payment and credit, with a running balance. A rent tracker shows every unit side by side, one cell per month. Many owners keep both: the ledger for the detail and the tracker for the overview.
How do I track rent payments in Excel or Google Sheets?
Download the CSV, open it in Excel, Google Sheets or Numbers, and replace the example rows with your units. Enter each payment in its month's column, then use a SUM formula across each row for the year to date and down each column for the month's total.
Should I record late fees in the rent tracker?
Keep the month's cell for rent and note any late fee beside it, or add a separate column for fees. The late fee calculator works out the amount, and the rent ledger is the place for the charge itself.
Know who has paid without filling in a grid
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