How to track rent payments as a small landlord: spreadsheet or app

If you own one or two rentals, you don't need property management software to stay on top of rent. You need a clear record of what was due, what was paid and when. A spreadsheet works fine, and an app saves a few steps. Here's how to set up either.

RentMate for iPhone and iPad: no account needed, your data stays on your device

Track rent in a spreadsheet

Make one row per payment due. Use these columns: property, tenant, month, due date, amount due, amount paid, date paid, payment method, late fee, balance and notes.
Add a balance formula. Balance is amount due plus late fee minus amount paid. With the columns above in A to K, that is =E2+I2-F2 in the balance column. Anything above zero is still owed.
Fill in the months ahead. Add a row for every month of the lease at the start. A missed payment then shows up as a row with no payment, instead of a row that is simply missing.
Check it on the due date. Set a calendar reminder for the rent due day, sort or filter by balance, and keep expenses and receipts on a separate tab for tax time.

What to record for every payment

The date the money arrived, not the date it was due.
The amount, and whether it was a partial payment.
How it was paid: bank transfer, check, cash or app.
Which month it covers, especially if a tenant pays late or in advance.
Any late fee charged, and whether you gave a receipt.

Prefer a spreadsheet? Our free rent tracking template has the columns and the balance formula ready to use in Excel or Google Sheets.

Spreadsheet or app?

A spreadsheet is free, flexible and easy to hand to an accountant. On the other hand it won't remind you when rent is due, it is fiddly to update on a phone, and one wrong edit can break a formula.

An app is quicker to update the moment a payment arrives, shows who is late without filtering, and can remind you before the due date. Either is better than piecing it together from bank statements at the end of the year.

Which JetRise app fits

One rental: RentMate is a simple rent log for a single property. It is the app this guide links to below.Several rentals: RentWise tracks rent, tenants, leases, expenses, maintenance and inspections across properties, with CSV and PDF reports. The basic plan covers up to 2 properties and Pro removes the limit. Get RentWise on the App Store.

Why use RentMate

Every payment in one place. Record each payment with the date, amount, payment method and late fee, and see at a glance who has paid and who is late.
Rent reminders. Set the rent due day and get a monthly reminder on your iPhone.
Tenants and leases. Tenant contacts, rent amount and lease dates kept together.
Expenses and repairs. Log repairs, maintenance and other costs, and follow maintenance requests until they are done.
Reports and receipts (Pro). Rent reports, a tax-time income and expense report as PDF, rent receipts for tenants, and a CSV export of all your data.
No account. There is no sign-up. Everything is saved on your device.

Questions

What is the easiest way to track rent for one property?

Record each payment as it arrives, with the date, amount and method, and check on the due date who still owes. A one-row-per-month spreadsheet or a simple app like RentMate both work.

Should I use a spreadsheet or an app?

A spreadsheet is flexible and free to set up. An app is faster to update on your phone, shows who is late automatically and can remind you before rent is due.

Can I give my tenant a rent receipt?

Yes, with RentMate Pro. Open a payment and share a PDF rent receipt by email, Messages or AirDrop.

I have several rentals. Which app should I use?

RentWise from JetRise is built for multiple properties. Its basic plan covers up to 2 properties, Pro is unlimited, and it is also on Google Play.

Need help? Visit Support or email developer@jetriseitsolutions.com.