Real Estate

Rental Property Portfolio

Your entire portfolio on one screen. Rent collected, expenses paid, net cash flow per property, and occupancy across your units. Whether you own 3 doors or 30, this template turns your rental business into real numbers you can act on.

What's Inside

Property Directory — One row per property. Address, unit count, property type (SFH / Duplex / Multi / Commercial), purchase price, current estimated value, monthly rent, mortgage payment, and occupancy status. Your portfolio at a glance.
Income & Expenses — Monthly transaction log. Date, property, category (Rent / Repair / Insurance / Tax / Mortgage / Utility / Management Fee), amount, and notes. Every dollar in and out, organized by property.
Maintenance Log — Track work orders: property, unit, issue description, date reported, vendor assigned, status (Open / In Progress / Complete), cost, and date resolved. See average resolution time and cost per property.
Dashboard — Total portfolio value, monthly cash flow, net operating income per property, occupancy rate, cap rate, year-to-date expenses by category, and properties with leases expiring in the next 90 days.

Key Features

Net cash flow calculated per property — rent income minus all expenses
Cap rate and cash-on-cash return auto-calculated from your numbers
Occupancy rate tracking across your entire portfolio
Lease expiration alerts flag properties needing renewal in the next 90 days
Expense categorization for easy tax preparation and P&L reporting
Scales from a single rental to a 50+ unit portfolio

Sample Formulas

Here are some of the formulas powering this template:

Net monthly cash flow per property

=SUMIFS(Income!D:D,Income!B:B,A2,Income!C:C,"Rent")
 -SUMIFS(Income!D:D,Income!B:B,A2,Income!C:C,"<>Rent")

Portfolio occupancy rate

=COUNTIF(G:G,"Occupied")/COUNTA(G2:G)

Cap rate

=(SUMIFS(Income!D:D,Income!B:B,A2,Income!C:C,"Rent")*12
 -SUMIFS(Income!D:D,Income!B:B,A2,Income!C:C,"<>Rent")*12)/E2

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