Rental Property Portfolio Tracker Spreadsheet
This spreadsheet shows what each property is worth, what is owed on it, where the equity actually came from, and how far a valuation can fall before somebody has a view about it.
A rent roll tells you what came in. It does not tell you what you own. This is the other half of the books — a single dated position across the whole portfolio, property by property, rather than a month of income.
What is in it
- Seven linked tabs, from Start Here through to a one-screen Overview.
- Setup — three numbers: the loan to value you would refinance up to, the interest rate you want to survive, and the rent cover you want at it.
- Properties — 40 rows, and the only table you type into.
- Equity — value, debt, equity and loan to value for every property, plus what refinancing to your own ceiling would release.
- Where It Came From — your equity split four ways: deposit, works, loan paydown and value growth.
- Stress Test — how far each valuation can fall, and whether the rent still covers a rate you are not paying yet.
Who it is for
Anyone holding more than one property and no longer able to keep the position in their head: private landlords, accidental landlords with two or three houses, portfolio owners refinancing to buy the next one, families holding property between them.
The worked example
The worked portfolio holds nine properties worth $1,629,500 with $829,950 owed against them — $799,550 of equity at a portfolio loan to value of 50.9%. Split four ways, that equity is $299,750 of deposits, $84,000 spent on works, $69,300 paid off by the rent and $346,500 of value growth: 43.3% of it was never earned and 8.7% was paid off by tenants. Against $431,650 of cash actually put in, that is 1.85× back.
At a 75% ceiling, refinancing every property to the line would release $392,175, and $172,700 of that sits in the two cheapest houses, bought first and barely borrowed against since. The total also hides the one that matters: the portfolio could lose 32.1% of its value before it breached the ceiling, but one one-bedroom flat could lose 1.5%. Rate risk is not the one that bites here — every single property covers 7% interest — and on the house bought in 2013 the yield is 10.9% on what it cost and 6.4% on what it is worth today.
How it works
Compatible with Microsoft Excel 2016 or newer on Windows or Mac, Google Sheets, and LibreOffice. No macros, no add-ons, no account to create, nothing to install.
The download has two workbooks: one with the example above already filled in, so you can see what every column expects, and the same file completely blank for your own figures. A plain-English guide comes as a PDF. WhatsApp’tan sipariş ver — $9
Orders are taken on WhatsApp: message me and I’ll send the payment details, then the files as soon as the payment is confirmed.
A look inside the file
Questions people actually ask
How do I work out how much equity I actually have in my rental portfolio?
You type each property's current value and the outstanding loan balance, and the file returns equity, loan to value and refinance headroom for every property and for the portfolio as a whole. It then splits that equity four ways: the deposit you paid, the money you spent on works, the amount the rent has paid off the loan, and the value growth. In the worked nine-property portfolio those four lines are $299,750, $84,000, $69,300 and $346,500 and they add to the $799,550 equity figure exactly.
Is this any use if I only own two or three rentals?
Yes — it works from the first row and holds up to 40 properties, so two houses and forty behave the same way. Interest-only mortgages, repayment mortgages and properties owned outright all sit in the same list: for interest-only you put the same figure in the original loan and the balance, and for an unmortgaged property you put zero in both. Mixed portfolios need no sorting by hand.
What do I put in for value if I have not had a recent valuation?
You put in whatever figure you are working to, and the file makes you date it. An eighteen-month-old valuation with a date beside it is more honest than a fresh-looking guess, and every stress-test result is named property by property so you always know which address a number belongs to. Change one valuation and the whole position re-prices.
Does it work in Google Sheets, or do I need Excel?
Both — it is built as .xlsx and opens in Excel 2016 or newer on Windows and Mac, and in Google Sheets through File then Import then Upload. LibreOffice works too. There are no macros, no add-ons, no account to create and no subscription; you download the file and it is yours.
Does it track my rent and expenses too?
No, and that is deliberate — this is the balance sheet, not the profit and loss. Keep the rent tracker you already use and put the position in here. It is also not a mortgage or amortisation calculator (you type the balance in), not a deal analyser for properties you have not bought, and it is connected to no bank, lender or listing service — nothing syncs and nothing logs in.
Need it built around your business?
This file assumes properties held in your own name on repayment loans, with valuations you enter and date yourself. If your position is different — a limited company with directors’ loans behind the deposits, a portfolio mortgage secured across several addresses at once, HMOs valued on income rather than comparables, or a joint holding where the equity is split between people — I can build the same position, equity split and stress test around how your portfolio is actually owned.
All other templates are listed on the Excel & Google Sheets Templates page.