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Rental property templates with income, cash and debt kept distinct

Download original Excel files for a rent roll, actual income and expense records, and a two-property first-year forecast. Inspect the formulas and invented examples before replacing inputs.

Three real XLSX workbooks, five worksheets in total. Blue inputs are editable. There are no macros, external workbook links, tenant uploads or bank connections.

Monthly snapshot

Rent Roll Template for Excel

Inspect a 20-unit monthly rent roll with occupancy, scheduled rent, collections, refundable deposits, lease-end review and duplicate-unit validation.

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Actual cash records

Rental Income and Expense Spreadsheet

Record twelve months of actual rental cash income, operating costs, debt payments, capex and reserve allocations with visible annual totals.

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Two-property planning

Rental Property Analysis Spreadsheet

Compare two properties with vacancy, credit loss, operating costs, first-year loan amortization, reserves, capex and cash-on-cash calculations.

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Start with the task you need to complete

The rent roll describes a full monthly rent obligation and recorded collections across up to twenty unit rows. It separates refundable deposits and exposes duplicate property/unit keys. The income and expense file records cash already received and paid across twelve months. The property comparison forecasts two distinct assets on the same twelve-month calendar.

Do not move a forecast result into the actual record simply to make the totals agree. A rent roll, a cash record and a property forecast use different timing and definitions. Use source statements, lease records and payment evidence to reconcile your own working copies.

Understand cash after debt and reserves

Loan principal is a financing payment, not an operating cost. Actual capex and an allocation to a reserve also have different meanings. The forecast shows operating income, debt service, capex and reserve allocations separately before calculating available cash.

In the invented property comparison, A produces $17,419.80 modelled NOI but negative $347.40 available after debt, capex and reserves. B produces $13,474.56 NOI and $343.56 available. The larger NOI alone does not determine the larger available cash result. These are invented assumptions, not properties for sale or predicted investment returns.

Keep deposits and vacancy in the right place

The rent roll’s refundable deposits are balances held separately from rent. The actual cash record does not subtract a vacancy percentage from rent already collected. In the forecast, vacancy reduces potential rent first, then the credit-loss percentage applies to the remaining occupied rent. This order is disclosed and the losses stay visible.

For quick standalone calculations, use the property tools. To inspect borrowing fees and competing terms, use the loan comparison tools.