Landlord Maintenance & Lease Tracker: Work Orders, Vendors, Renewals & Deposits (Excel + Google Sheets)

The Landlord Maintenance & Lease Tracker is a spreadsheet template for Microsoft Excel and Google Sheets that tracks repair work orders, vendors, routine maintenance, rental applicants, lease renewals and security deposits. It's for small landlords and self-managing owners with up to 20 units.

WHAT'S INCLUDED

• Landlord-Maintenance-Lease-Tracker_BLANK.xlsx: ready for your units
• Landlord-Maintenance-Lease-Tracker_EXAMPLE.xlsx: a sample 8-unit portfolio so you can see how it works
• Download guide (PDF) with step-by-step Excel and Google Sheets setup

9 TABS

Start Here (built-in quick-start notes) · Setup · Work Orders · Vendors · Maintenance Schedule · Applicants · Leases · Deposits · Dashboard

Room for 20 units, 300 work orders, 50 vendors, 60 recurring tasks, 100 applicants, 50 leases and 50 deposits.

KEY FEATURES

• Work orders: unit, issue, category, priority, vendor, status, scheduled and completed dates, cost and who pays (owner, tenant charge, warranty, insurance)
• Late flags: jobs open longer than your target for their priority (Emergency, High, Normal, Low) are highlighted
• Vendors: contacts, rates, rating, insurance or license expiry alerts, jobs done, total spent and average turnaround
• Maintenance schedule: filters, HVAC service, smoke detectors, gutters and more. Next due date and Overdue / Due in 30 days status calculate from the last-done date
• Tenant screening: income-to-rent ratio, credit score, background and references checked against your own written criteria
• Leases: notice deadlines, "Send notice now" alerts, renewal decisions, proposed rent and % increase
• Deposits: amount held, move-out deductions, refund due and return-by date with OVERDUE alerts
• Dashboard: what needs attention now, repair spend by category and unit, and 4 charts

HOW IT WORKS

1. Buy and download instantly: your download page opens right after checkout, and the link is also emailed to you.
2. On a computer, open the BLANK file in Microsoft Excel, or upload it to Google Drive and open it with Google Sheets (the PDF guide shows both).
3. Start on the Start Here tab and type your numbers into the blue cells. The grey formula cells, summaries and dashboard charts update automatically.
4. Open the EXAMPLE file any time to see how a filled-in version looks.

COMPATIBILITY

• ✔ Microsoft Excel (Windows and Mac desktop, Microsoft 365)
• ✔ Google Sheets (free): upload the .xlsx to Google Drive, then Open with Google Sheets
• ✘ Not designed for Apple Numbers or phone screens. A computer is recommended.

FREQUENTLY ASKED QUESTIONS

Q: Does it work in Excel and Google Sheets?

A: Yes. It works in Microsoft Excel (Windows or Mac desktop, or Microsoft 365) and in Google Sheets, which is free with a Google account. It isn't designed for Apple Numbers.

Q: Should I use Google Sheets or Excel?

A: Either works: the formulas, dropdowns and charts work in both. Choose Excel if you want to keep the file on your computer. Choose Google Sheets if you want a free, browser-based option. For Google Sheets, upload the .xlsx file to Google Drive, right-click it and choose Open with > Google Sheets, then File > Save as Google Sheets.

Q: Can I use it on my phone or tablet?

A: It's designed for a computer screen, not a phone. Phones often can't open .xlsx downloads, so download and set it up on a computer. Once it's saved as a Google Sheet, you can open it in the Google Sheets mobile app to check your numbers, but a computer is best for setup and data entry.

Q: How do I download it?

A: Right after checkout your download page opens, and the download link is also emailed to you. Download all the files on a computer, then follow the PDF guide to open the BLANK file in Excel or Google Sheets.

Q: Can I customize it?

A: Yes. Enter your units, repair categories, priorities and maintenance frequencies in the blue cells on the Setup tab and the rest of the workbook updates. Formula cells are locked without a password so they can't be overwritten by accident. To change formulas or the layout, unprotect the tab: Review > Unprotect Sheet in Excel, or Data > Protect sheets and ranges in Google Sheets.

Q: Can I get a refund?

A: Yes, within 14 days of purchase, in two cases: a file has a problem I can't fix, or you bought the same product twice by mistake. Email todorgan@gmail.com with your order details.

GOOD TO KNOW

• This is a digital product. Nothing will be shipped.
• A record-keeping tool, not legal advice. Notice periods, deposit deadlines and screening rules vary by state and city.
• Apply the same screening criteria to every applicant; the template doesn't collect protected-class information.
• For personal use. Please don't share or resell the files.
• Questions or a problem with a file? Email todorgan@gmail.com.

AI disclosure: this template was designed with the help of AI tools. The formulas, layout and example data were reviewed and tested before release.