← TemplatesGroups & property

Free Rental Income & Tenant Tracker (Excel) — rent, arrears & occupancy

As a landlord your two questions are simple: who has paid, and who owes? This free workbook answers both. List each unit and tenant, log every rent payment, and it works out arrears (expected rent from the move-in date versus what's been paid), your occupancy, your collection rate and the deposits you're holding.

Download free — Excel (.xlsx) ↓Opens in Excel or Google Sheets · no sign-up

What's inside

Real arrears: expected rent (from move-in) vs paid, red when behind
Occupancy %, collection rate and deposits held
Unit dropdown so payments always match a unit
Set the 'counted up to' date and the whole roll recalculates
Vacant units handled automatically

The tabs

Start Here (guide)
Units & Tenants
Payments
Dashboard

Yellow cells only. You type in the yellow cells; the rest are locked formulas. Gridlines are off and it prints clean on A4.

The Units tab is your rent roll — one row per unit, with monthly rent, deposit, tenant and move-in date; leave the tenant blank for a vacant unit. The Payments tab is a simple log with a unit dropdown. Set a 'rent counted up to' date on the Dashboard and the sheet computes each tenant's expected rent, subtracts what they've paid, and shows arrears in red for anyone behind.

The Dashboard shows units, occupied vs vacant, occupancy percentage, rent expected, rent collected, total arrears, your collection rate and deposits held — the whole rent roll at a glance. It opens in Excel or Google Sheets.

When a tenant moves in, you'll want a proper agreement too — our free tenancy-agreement generator produces a Kenya-ready lease in minutes.

Do it online instead

Generate a Kenya tenancy agreement — free

Open the free tool →

Frequently asked questions

How are arrears calculated?

For each occupied unit, expected rent = monthly rent × the number of months from the tenant's move-in date up to the date you set on the Dashboard. Arrears = expected − paid. Anyone behind shows in red, so you know exactly who to follow up.

Can it handle several properties or many units?

Yes. Add as many units as you like — different houses, flats or shops. The dashboard totals rent, arrears, occupancy and deposits across all of them.

Does it track deposits and vacant units?

Yes. Each unit records the deposit you hold, and the dashboard totals deposits across all units. Leave a unit's tenant blank and it's counted as vacant in the occupancy figures.

Tenancy Agreement Generator (free tool) →Professional Invoice (rent receipts) →Chama / SACCO Ledger →All templates →