By Joe Stephenson, REALTOR® | Updated: October, 2025
Added new columns for security deposits, renewal reminders, and notes. Improved compatibility for Google Sheets and added a new “Pro Tips” section below.
Quick Answer: What is this?
This is a free, editable lease tracker spreadsheet for landlords and property managers. It’s designed to help you organize tenant information, track rent payments, and manage lease renewals all in one place. Download the Excel template or make a copy in Google Sheets.
This lease tracker works perfectly alongside our Rental Property Profit and Loss Statement Spreadsheet. For more landlord tools, see our complete Free Real Estate Templates and Spreadsheets Library.
Download Your Free Lease Tracker
Get instant access to this customizable rental template. Choose the format that works best for your property management workflow.
“This spreadsheet has saved me hours each month managing my rentals. It’s a must-have for any landlord.”
– Mark S., Property Manager
Why Use a Lease Tracker Spreadsheet?
Managing lease documents and tenant details can be a time-consuming process. A dedicated lease tracker template is one of the most essential tools for landlords. It helps you:
- Stay on top of rent due dates and create a clear rent collection tracker.
- Automate lease renewal reminders so you never miss an expiration date.
- Manage multiple tenants and properties in one organized, central document.
- Centralize tenant information for quick access to contact details and lease terms.
This updated landlord spreadsheet makes it simple to organize everything for easy access, helping you stay on track, save money, and maximize efficiency.
How to Use This Lease Tracker Template
This rental property spreadsheet is designed to be your central hub for lease management. Here’s how to use it:
- Track Key Dates: Enter the lease start and end dates. Use the “Renewal Reminder Date” column and set up Google Calendar alerts to stay ahead of expirations.
- Monitor Payments: Use the rental payment log section to track rent payments as they come in. This helps you instantly see who is late.
- Centralize Info: Keep your tenant contact spreadsheet and property details in one document. No more searching through emails for a phone number.
- Financial Reporting: This rent tracker for Excel and Google Sheets provides clean data for your financial reports. For a deeper dive, pair it with our Rental Property Profit and Loss Statement Spreadsheet.
Lease Tracker Spreadsheet Sample
| Property Name/Address | Tenant Name | Lease Start Date | Lease End Date | Monthly Rent | Security Deposit | Contact Information | Renewal Reminder Date | Notes/Additional Details |
|---|---|---|---|---|---|---|---|---|
| Example Property 1 | John Doe | 01/01/2025 | 12/31/2025 | $1,200 | $1,200 | [email] [phone] | 11/01/2025 | None |
| Example Property 2 | Jane Smith | 02/01/2025 | 01/31/2026 | $1,500 | $1,500 | [email] [phone] | 12/01/2025 | Follow up on payment |
Pro Tips for Managing Leases
- Keep Tenant Information Centralized: Maintain a detailed account of tenant contact information, lease agreements, and communication logs. This prepares you to address any questions or issues very quickly.
- Monitor Lease Renewals Proactively: Use automated apps or Google Calendar reminders to track upcoming lease renewals. Staying ahead of deadlines allows you to renegotiate terms and avoid gaps in rental income.
- Track Payments Regularly: Keep an updated record of all rent payments in your rental income tracker and note any late fees. This helps you consistently focus on collecting rent. It’s also a great way to spot payment issues before they become serious problems.
- Digitize and Store Documents: Store lease agreements and related documents digitally in a secure, cloud-based platform (like Google Drive). This lease document organizer reduces the risk of losing paperwork and makes it easier to access information online at anytime.
- Leverage Tenant Management Software: For larger portfolios, consider dedicated property management tools. These often include features to track lease details, collect rent, and manage tenant accounts effortlessly.
- Audit Lease Data Regularly: Periodically review your lease tracker for accuracy. This is a simple but crucial step for staying compliant with legal obligations and reducing the risk of costly errors.
- Analyze Your Portfolio: Use the data from your tracker to understand your portfolio’s health. For more advanced analysis, our How to Analyze a Short-Term Rental guide and Cash Flow Calculator for Real Estate can be valuable next steps.
Pro Tip: Finding the Best Tenants
Tracking leases is only half the battle. The other half is finding quality properties for rent and, more importantly, finding great tenants to fill them. Watch this video for three crucial steps to finding the best tenants for your rental properties.
“A great tenant is someone who pays their rent on time, takes good care of the property… and they are good neighbors to those around them.”
Video Transcript
0:00 what’s going on bigger pockets so today 0:02 we’re going to talk about finding the 0:03 best tenants for your rental properties 0:04 so what is a great tenant right that’s 0:06 the first question before we even talk 0:07 about the three steps to finding great 0:09 tenants we’re going to talk about what 0:10 is a great tenant okay 0:11 a great tenant is someone who pays our 0:13 rent on time okay takes good care of the 0:16 property meaning it keeps it clean 0:18 they’re not hoarding a bunch of stuff 0:19 and the property they just take good 0:21 care of it maybe they’ve got a little 0:23 garden going on they just treat it like 0:24 a home and the next thing a great tenant 0:27 does is they are good neighbors to those 0:29 around them if you’ve got a small 0:30 multi-family you don’t want if a great 0:32 tenant is not someone who’s having 0:34 parties every Friday night or has lots 0:36 of friends come over that are making 0:37 lots of noise and are disrupting the 0:39 quiet enjoyment of their neighbors so a 0:40 great tenant is someone who does those 0:43 three things pay the rent pays their 0:45 rent on time treats the property like a 0:47 home and respects their neighbors those 0:49 are great tenants and had the question 0:51 today is how do you find more of those 0:52 people so I’m gonna give you guys three 0:54 steps we’ve been landlording for over 14 0:56 years I’ve done a lot of it myself 0:58 and we also have third party property 0:59 managers that manage our properties as 1:01 well and these are the three steps that 1:03 I’ve seen to be super successful in 1:05 finding not good 1:06 great tenants step one you’ve got to 1:08 make sure they earn enough to afford to 1:10 live in your property now a lot of what 1:12 I’m going to talk about for this does 1:14 not apply to folks that are on any type 1:16 of subsidies or anything like that 1:17 because we’re gonna talk about how much 1:19 money they earn if they’re on subsidies 1:21 which is fine I have lots of cry of 1:22 several great tenants that are on some 1:25 sort of subsidy program so I’m not 1:26 discounting those things I’m just saying 1:28 what I’m going to talk about in this and 1:29 this step one doesn’t work for those 1:31 things you can’t apply this so yeah if 1:33 the disc you have to disregard this if 1:34 you’re looking for folks that are if you 1:35 have a tenant that’s on some sort of a 1:37 subsidy program move on to the other two 1:39 steps for step one if you’re if you’ve 1:41 got a market rate unit that has no 1:42 subsidies attached to it then this is 1:44 what you want to do you want to look at 1:47 how much money they earn and it sounds Qualify their Income 1:49 simple but you need to verify it and 1:51 don’t overlook it and don’t change your 1:53 term on this you want to look to see 1:55 their earned income in a monthly period 1:58 by checking their pay stubs don’t just 2:00 let them tell you how much they make 2:01 confirm it with a pay stub there are 2:04 some folks that don’t get paced up so 2:06 get a letter from their boss and then 2:07 call their boss and confirm it okay 2:10 and confirm their income what I found 2:12 the best tenants for us earn three times 2:15 the rent okay now it’s up to you if you 2:18 want to be super stringent on this but 2:20 you could say three times the rent 2:21 before they that is their their net 2:24 income after they pay their income tax 2:25 or their gross income before they pay 2:28 their income tax we use gross income and 2:31 so that means that if the rent is a 2:32 thousand dollars a month that means 2:34 you’re bringing home before taxes three 2:36 thousand dollars one thousand times 2:38 three three thousand dollars in gross 2:41 earned income before they pay their 2:44 taxes or more hopefully more and there’s 2:47 a reason for this okay it’s just there’s 2:50 other expenses outside of rent that it 2:52 takes to live okay you also have to pay 2:54 your groceries you got to make your car 2:55 payment you got to have to put yet 2:57 afford to put gas in that car 2:59 you’ve got afford to do other things buy 3:01 Christmas presents for your friends and 3:03 your kids and just accelerate expenses 3:05 all those things come up and if 3:07 somebody’s earning just above what your 3:09 rent is or earning only two times the 3:11 rent or two and a half times the rent 3:12 there any hiccup in those other things 3:15 their car breaks down they you know 3:18 there was a kid’s birthday or some 3:21 unnecessary scene expense shows up like 3:24 a trip to the ER whatever it is it will 3:27 burn out there it’ll it will eat into 3:29 their ability to pay your rent so you 3:31 want to make sure they’ve got enough 3:33 earned income coming in that they can 3:35 afford several times we go for three or 3:38 more times of the rent payment and we do 3:40 not flex on that standard step two is 3:42 you want to gauge how well how good they 3:44 are paying there are other financial 3:45 obligations there utility company they 3:48 pay the utility bill on time are they 3:49 paying their capability they pay their 3:51 cell phone bill are they making their 3:53 car payment on time the way it’s real 3:55 easy to determine if there are some if 3:56 they’re making those payments on a 3:58 timely manner is to not just get a copy 4:00 of their credit score but to get a 4:02 full-on copy of the credit report and 4:04 review it okay so look at the credit 4:06 report and say we typically see if 4:08 tenants have a problem paying your 4:10 utility bills on time or lots of liens 4:12 from utility companies we see that as a 4:15 red flag because that is a living 4:16 expense and that means that they are 4:18 willing to forego their living expenses 4:20 in exchange for other things that 4:21 so what what else is a living expense 4:23 rent the people tend to lump their 4:27 living expenses together on their head 4:29 so the utility bill and the rent those 4:32 things tend to go together 4:33 psychologically okay other things like 4:35 cables cellphone those are other cost of 4:37 living expenses we pay attention to as 4:39 well look for a look for maybe a car 4:42 repossession or something like that 4:43 because that means they weren’t able to 4:44 make a car payment on time you can look 4:46 at the credit score and you can should 4:48 have a standard like a threshold for a 4:49 credit score 4:50 it depends for us it depends on the 4:51 market we’re in so some markets we are 4:53 in our credit score limit is 650 for 4:57 other markets it’s 580 depends on the 4:59 market and so you need to determine what 5:00 the actual crest credit score threshold 5:03 is for your market but I’ve seen a lot 5:05 of landlords stop at that credit score 5:06 threshold you want to go beyond that and 5:08 review an actual credit report and go 5:10 line by line through there and see well 5:12 what’s pulling their credit score down 5:13 is because they had medical concern that 5:17 came up years and years ago that’s 5:18 behind them now is it because they 5:20 missed a couple of payments on a student 5:22 loan that they’ve now paid off or is it 5:24 because that they owe several thousand 5:27 dollars of the local utility company you 5:29 know that’s a concern and the last item 5:31 for their ability to pay their bills on 5:32 time is you want to look back to see if 5:35 they have any landlord claims aka Check for Prior Evictions 5:38 evictions or landlord tenant claims 5:40 against them because if they have that 5:42 that means that if landlord has taken 5:44 them to court for not paying their rent 5:45 before and you may have a standard as we 5:47 do that if they have evictions our 5:49 standard is in the last three years so 5:52 if they have any evictions that are that 5:54 have been filed on them in the last 5:55 three years now we know people grow I’m 5:57 that’s the same person I was several 5:59 years ago that maybe they grow and 6:01 become more financially sound over the 6:03 last couple of years but if they’ve got 6:04 a pending eviction we’ve had people 6:06 apply for our properties and they’re 6:07 being evicted currently at the time that 6:09 they were applying they all they had a 6:11 pending eviction going on so obviously 6:13 can’t accept that because you’re in the 6:15 middle of something that they’re working 6:16 their way through which we don’t want to 6:17 be a part of but if they’ve had it way 6:20 way way along in the past some landlords 6:22 are super stringent about that and say 0 6:24 evictions ever we like to say within the 6:26 last say 3 to 5 years if we don’t see 6:29 them then then we’ll we’ll consider that 6:30 to be ok because that’s all I could 6:32 engage and how 6:33 they are at taking care of their 6:34 financial matters that is a big factor 6:37 on step number two which is gauging 6:39 their ability to take care of their 6:40 financials of their financial 6:42 obligations step number three and this 6:44 goes back to how determining how good of 6:48 a neighbor they’re going to be how good 6:50 if they’re going to be neighborly and 6:52 how if they’re going to respect the 6:53 property and respect their neighbors and 6:55 treat the property like a home you know 6:58 there’s an adage out there you are the 6:59 average of the five people you hang out 7:02 with or you are the average of your 7:04 entire network and with that that’s 7:06 that’s a personal notation to take for 7:08 yourself meaning all the people that you 7:09 spend time with they kind of rub off on 7:12 you it’s it’s can you know personalities 7:14 and habits are contagious so they tend 7:16 to put some of the personalities and 7:18 habits on you you do the favor of 7:20 transposing those things on them as well 7:22 so if your tenant is running around with 7:25 people that are not the best folks in 7:27 the world that have bad financial habits 7:29 or that are not living in standard 7:32 situations that you would be open to 7:33 having in your property they are likely 7:35 going to be bringing that stuff to your 7:38 property to live there that said people 7:41 that have good habits people that are 7:43 going to a few properties like a home 7:45 probably hang out with other peoples 7:47 that tree property like a home because 7:48 of that just life rule that habits are 7:51 contagious and if you if your friends 7:53 are doing a certain thing they’re likely 7:54 going to rub off on you and you might 7:56 start doing the same thing if you look 7:58 up to and respect your friends so the 8:00 way that you gauge someone’s network is 8:03 by getting references from them okay and 8:05 this is another thing that a lot of Get References 8:07 landlords overlook but we don’t and we 8:08 think it’s important to ask for 8:10 reference for a couple of character 8:12 references ask for you know I want to 8:13 call someone in your network call their 8:15 employer and get a rundown from them or 8:18 ask your property manager to to a do a 8:20 quick reference check and another great 8:22 reference check is if someone comes to 8:24 us as you referral from one of our 8:26 tenants I check to see is that tenant 8:28 somebody I want more of do I want if my 8:31 tenant that has a garden out front and 8:32 has and keeps their property super clean 8:35 and is a phenomenal tenant for our 8:37 property if they give us a referral then 8:40 yeah and that’s a big plus because it’s 8:42 likely going to be someone who maybe has 8:44 a lot of the same habits 8:45 they do if they came from them they’re 8:47 kind of vouching for them in that so go 8:49 off for referrals if I’ve got a referral 8:51 from the tenant that is a big-time 8:53 hoarder that pays their rent late all 8:54 the time and has lots of loud crazy 8:57 parties all the time in the unit that I 8:58 have to constantly you know deal with 9:00 and reprimand them for then I might not 9:03 want to take that referral so to sum it 9:04 up guys the three steps to selecting the 9:07 best tenants are are these it is you’ve 9:10 got to gauge their financial ability to 9:12 pay the rent so three times or more of 9:15 your rent and earned income gauge your 9:17 ability to pay their financial 9:18 obligations by doing a hardcore review Check Credit History 9:21 of their credit report not just their 9:22 credit score but actually reviewing 9:23 their actual credit report and the last 9:25 thing is you’ve got to make sure that 9:26 they’re going to be a good neighbor and 9:28 treat your property like a home and the 9:29 way you do that is by making sure 9:31 they’re by checking their network 9:34 through your tenants or other referrals 9:36 that they give you you do those three 9:38 things guys and you’re going to have a 9:40 property that people treat like a home 9:42 that they’re going to treat well 9:43 financially and they’re going to want to 9:46 treat their neighbors with respect all 9:47 also those are phenomenal tenants and 9:49 those will keep your property up long 9:52 term and you’ll be very happy as a 9:54 landlord or tenant with lots of tenants 9:56 like that it’s not going to happen 9:57 overnight but if you have those 9:58 standards and rules then over and over 10:00 and over again you’re going to slowly 10:02 increase the caliber of your tenant base 10:04 and increase the caliber of your 10:05 property financially so again if you 10:08 guys have bad tenant stories I want to 10:11 hear here’s the here’s something funny 10:12 okay I want to hear your worst tenant 10:14 story now okay now that we’ve went 10:15 through this whole video if you guys 10:17 watch this whole thing till now leave a 10:18 bad tenant story for if you broke one of 10:21 my three rules I got tons okay but leave 10:24 a bad tenant story because it’s not like 10:26 I’ve been doing this for the last 14 10:28 years I’ve been doing this I operate my 10:30 properties this way cuz I’ve learned 10:32 what happens if you don’t okay so some 10:34 of you guys might not have operated your 10:35 properties by these three standards so 10:37 tell me a really awful tenant story in 10:39 the comment section below for some for 10:42 attendant that you that you broke one of 10:43 these rules and it ended up badly okay I 10:45 tell it want to hear about it we can 10:47 share some laughs together thanks for 10:49 watching guys have a great profitable 10:50 week
Frequently Asked Questions
What is a lease tracker?
A lease tracker is a document, typically a real estate spreadsheet template, used by landlords and property managers to organize and monitor all critical details of their rental agreements. This includes tenant information, rent payment status, lease start/end dates, and renewal deadlines.
Is this template free to use and modify?
Yes, this lease tracking spreadsheet is completely free. You can download the Excel file or make a copy of the Google Sheets lease template and modify any columns or fields to fit your specific property management needs.
Can I track multiple properties with one spreadsheet?
Absolutely. The template is designed to track multiple properties. You can add a new row for each tenant or property (or unit). For larger portfolios, you may want to duplicate the tab for each building.
Will this work in Google Sheets and Excel?
Yes. We provide a direct download for Microsoft Excel (.xlsx) and a “Get Google Sheets” link that allows you to instantly copy the template to your own Google Drive.
How do I get reminders for lease renewals?
This spreadsheet includes a “Renewal Reminder Date” column. We recommend using that date to set a corresponding event in your Google Calendar, Outlook Calendar, or other reminder app to notify you 60-90 days before the lease expires.
Check Back for Updates
Thank you again for stopping by. I’m continuously working to improve this lease tracker and add features that organize your property management tasks. Keep checking back for more updates. For related tools, check out our Home Maintenance Checklist Template and our Property Tax Proration Calculator.
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Subscribe NowAbout the Author
Joseph E. Stephenson, REALTOR®
License #00054082 | Kansas & Missouri
Affiliated with Welch & Company (License #CO00000477)
Joseph E. Stephenson is a licensed real estate professional in Kansas and Missouri with a career built on dedication to integrity and client-focused service. To learn more about how Joseph can assist you in your real estate endeavors, visit his REALTOR® profile at realtor.com.
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Joseph E. Stephenson also operates a business named Stephenson Residential, LLC. You can verify the business at the Kansas Secretary of State’s website.
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