Rental-records starter kit · One rental or a small portfolio
Free landlord
spreadsheet.
A free Excel workbook for UK landlords to track rent payments, expenses, repairs and important documents. Start with one property and follow the example below.
Download the Excel workbookEditable XLSX · Blank records + a fictional worked example
No signup needed. Your records stay in the file you save.
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A small setup.
A clearer picture.
Save your own copy and open it in Excel or a compatible app. WorkedExample shows you how; the other sheets are blank for your records.
- 1. Add your propertyIn Properties, give it a short reference such as P01 and a name you recognise, like “Oak flat”. Use P01 whenever you add something for that property.
- 2. Add the rent dueIn RentDue, add a row for each month: the property, rental dates, due date and amount. Give each row its own rent reference, starting with R001.
- 3. Record paymentsIn RentReceipts, add the date and amount received. Choose the matching rent reference. The workbook updates the amount left to pay for you.
Preparing for registration? Add your property, then go to ComplianceRecords for documents and follow-up tasks.
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Follow one property
through three months.
Oak flat rents for £850 a month. This fictional example shows its records at 30 November 2026.
Add the rent for each month
Enter each month in RentDue. As you record payments, the workbook fills in “Rent received”, “Left to pay” and “Status”.
RentDue · Property P01 — Oak flat
| Month / rent reference | Due date | Rent due | Rent received | Left to pay | Status |
|---|---|---|---|---|---|
| September · R001 | 1 Sep 2026 | £850 | £850 | £0 | Paid |
| October · R002 | 1 Oct 2026 | £850 | £850 | £0 | Paid |
| November · R003 | 1 Nov 2026 | £850 | £300 | £550 | Part paid |
Green cells are worked out for you. November still has £550 left to pay.
Add each payment as it comes in
September was paid in two parts. Add a row for each payment in RentReceipts, choosing September’s rent reference, R001, for both.
RentReceipts · The payments behind the totals above
| Payment ID | Date received | Rent reference | Rent received |
|---|---|---|---|
| RC001 | 1 Sep 2026 | R001 · September | £500 |
| RC002 | 8 Sep 2026 | R001 · September | £350 |
| RC003 | 1 Oct 2026 | R002 · October | £850 |
| RC004 | 1 Nov 2026 | R003 · November | £300 |
Give each payment its own ID, such as RC001. You only enter the payment once; the totals update automatically.
A repair gets a record, too.
A plumber fixes a leaking tap for £120. In Repairs, write what needed fixing, when it was completed and a repair reference, such as RP001.
When you pay the bill, add £120 to Expenses. Choose RP001 in the repair field so the cost also appears beside the repair.
Does this work with Making Tax Digital?
Not directly. The spreadsheet can’t send anything to HMRC, but its dated rent and cost records make it easier to move to compatible software. See Making Tax Digital for landlords.
What if the rent goes up?
Add the new amount to RentDue from the month it starts. In England, prepare the increase with the section 13 rent increase worksheet.
Do I need to fill in every sheet straight away?
No. Start with Properties, RentDue and RentReceipts. Add expenses, repairs and documents when you need them. Fields marked “optional” can be left blank.
What do the short references mean?
They help the workbook match things up: P01 is a property, R001 is a month’s rent and RC001 is a payment. Give each payment a different Payment ID, but use the same rent reference for payments towards the same month.
What if I make a mistake?
Correct the original entry in a white cell. The totals will update. If a row shows a message in “Check”, follow it to fix a missing or repeated entry.
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A place for each
piece of the record.
Write in the white cells. The pale green cells do the sums and checks for you.
| Sheet | What to put here |
|---|---|
| StartHere | A short guide to getting started. |
| Properties | A reference and a familiar name for each property. |
| RentDue | The rent you expect and when it is due. |
| RentReceipts | The date and amount of each rent payment. |
| Expenses | Bills you have paid and where to find the receipts. |
| Repairs | What needs fixing, its progress and the finished job. |
| ComplianceRecords | Important documents, jobs to follow up and dates to remember. |
| Summary | Your totals, filled in automatically. |
| WorkedExample | The Oak flat example. It is separate from your own totals. |
A few things to know about the workbook
There is room for 50 properties and 200 entries per record sheet. Use the prepared rows so the totals include your entries. This kit covers rent and paid bills; keep deposits and other money movements separately. “Rent minus expenses” is a simple total, not a tax calculation.
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Compliance records,
close at hand.
Use ComplianceRecords to keep track of important documents and anything you need to follow up.
Add a document
- Choose the property and name the document, such as an EPC or a gas safety record.
- Put the document date in “Date issued / done” and its filename or link in “Where the file is kept”.
- If you have shared it with your tenant, note when.
Note what needs doing next
- Write a clear next step, such as “Book electrician”.
- Put the date for that job in “Your follow-up date”, using your report or the relevant guidance.
- Put that date in your calendar too; the workbook won’t send a reminder.
Check the rules for your property
The kit helps organise your records; it doesn’t confirm compliance. Use the guidance for your UK nation and check your council’s local rules.
- England — landlord responsibilities
- Wales — guidance for landlords
- Scotland — landlord responsibilities
- Northern Ireland — rented-property safety
Links checked 27 September 2026.
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A little attention
keeps it useful.
A quick check each month keeps your records up to date.
Your monthly check
- Add rent payments from your bank statement.
- Check what is still left to pay and follow up where needed.
- Add bills you have paid and save the receipts.
- Update repairs and check your next action dates.
- Check any messages in the workbook, then save a backup.
Keep your records safe
- Save the workbook and documents in a private folder.
- Only share records with people who need them.
- Keep a blank copy for a fresh start.
Taking over a property?
Use the property handover checklist to gather the paperwork, then follow the inspection example for notes, photos and repair follow-ups.
Make it your own.
Download the workbook, follow the example, then start with one property. Sproutlet’s mobile app is still in development; the workbook is a separate resource.
A year of Sproutlet, on us. We’re planning to give at least the first 50 people a year of the app free.
We’ll confirm who qualifies and when the free year starts before the app launches. The workbook remains free to download without signing up.