Free rent tracker template for Excel and Google Sheets

Download the rent tracker

Use the .xlsx file if you can. It has the formulas, drop-down lists and colours. The .csv file is a plain starting point for apps that can't open Excel files.

What's inside the rent tracker template

Columns you type in are shaded light yellow. The grey columns hold formulas, so leave them alone. The header row stays frozen as you scroll, and the filter arrows let you show one month or one tenant at a time. Delete the example rows before you start.

How to track rent every month

1. 1

   Add your tenants once

   On the Tenants sheet, add one row per tenant or PG bed with the monthly rent and the rent due day (1 to 28).

2. 2

   Start each month with a row per tenant

   On the Ledger sheet, type the first day of the month in the Month column and pick each tenant. The rent due and due date fill in, and the status shows Pending.

3. 3

   Record each payment the day it arrives

   Enter the amount, the date and the mode. Add the UPI reference from the payment confirmation, or the cheque number. The status turns Paid when the balance reaches zero.

4. 4

   Follow up on Overdue rows

   Once the due date passes with money still owed, the row turns red. Send a polite rent reminder message on WhatsApp and note it in the Notes column.

5. 5

   Give a receipt for every payment

   Make a receipt with our free rent receipt generator and mark Receipt sent? as Yes, so you know nothing is missing at the end of the year.

A worked example: one month in the rent tracker

Here is October 2026 for an example landlord with two flats and two PG beds. The names and amounts are made up to show how the sheet behaves. This is the Ledger sheet as it looks on 8 October, with the grey formula columns filled in.

• Rent due this month: ₹18,000 + ₹22,000 + ₹8,500 + ₹8,500 = ₹57,000.
• Collected so far: ₹18,000 by UPI and ₹5,000 in cash = ₹23,000.
• Still to collect: ₹34,000. The total formula adds up every row that is not Paid: ₹22,000 + ₹3,500 + ₹8,500.
• Anita is Pending, not Overdue, because her due date (the 10th) has not passed yet. On 11 October her row turns red if nothing has come in.
• Priya paid part in cash. The ₹5,000 is recorded as it arrived, so the ₹3,500 balance shows on its own. Give her a receipt for the ₹5,000 the same day.

What to do next on 8 October: send Meera and Priya a polite rent reminder message, note it in the Notes column, and check the sheet again on the 11th for Anita.

How to use the rent tracker in Google Sheets

1. 1

   Download the .xlsx file

   Save domvio-rent-tracker.xlsx from the button above to your phone or computer.

2. 2

   Import it

   Open Google Sheets, create a blank spreadsheet, then choose File > Import > Upload and pick the file. Choose Replace spreadsheet and press Import data.

3. 3

   Set the locale to India

   Go to File > Settings and set Locale to India, so dates read as day/month/year and amounts show in rupees.

4. 4

   Share it if someone helps you

   Share the sheet with a family member or caretaker who collects rent for you, and give them edit access.

Excel works the same way: open the file and enable editing. On a phone, the free Google Sheets or Microsoft Excel app opens it too.

Rent ledger formulas, if you build your own

If you already keep rent in your own sheet, you can add the two most useful columns, Balance and Status, with these formulas. They work in Excel and Google Sheets. Copy them into row 2 and drag them down.

Columns: A Month | B Tenant | D Rent due | E Due date | F Amount paid | J Balance | K Status

Balance (J2):
=IF(B2="","",D2-N(F2))

Status (K2):
=IF(B2="","",IF(J2<=0,"Paid",IF(AND(E2<>"",TODAY()>E2),"Overdue","Pending")))

Due date (E2), when the Tenants sheet has the due day in column E:
=IF(OR(A2="",B2=""),"",DATE(YEAR(A2),MONTH(A2),VLOOKUP(B2,Tenants!$A:$I,5,FALSE)))

Total still to collect this sheet:
=SUMIF(K:K,"<>Paid",J:J)

Rent ledger format: what to record

• Every payment, even part payments. If a tenant pays ₹10,000 of ₹15,000, record ₹10,000 and let the balance show the ₹5,000 still owed.
• How it was paid. UPI references and cheque numbers let you find the payment in your bank statement in seconds.
• Cash payments on the same day. Cash is the hardest to prove later. Write it down and give a signed receipt at once.
• Reminders you sent. A dated note of each reminder is useful if a tenant stops paying. See what to do when a tenant is not paying rent.

When a spreadsheet stops being enough

A rent tracker works well while you remember to fill it in. The work grows with every tenant: checking the bank app, matching UPI names to tenants, sending reminders and writing receipts. Most mistakes come from the rows nobody updated. Our guide on how to collect rent online covers ways to cut that work down, and rent tracking in Excel vs an app compares the two job by job.

Frequently asked questions