Rental Property Cash Flow Tracker for Landlords
Managing rental properties means tracking rent deposits, maintenance costs, mortgages, and taxes across multiple units. SheetLink automatically syncs your bank accounts to Google Sheets, giving you real-time visibility into cash flow, expenses, and ROI—all in one master spreadsheet.
Why Landlords Choose SheetLink
Most landlords juggle bank statements, receipts, and manual spreadsheets. SheetLink automates the busywork:
- Auto-sync rent deposits - Track tenant payments automatically
- Expense tracking - Maintenance, repairs, utilities, property taxes, insurance
- Multi-property support - Manage multiple units in one spreadsheet
- Cash flow analysis - See which properties are profitable and which need attention
- Tax-ready records - Organized for Schedule E tax filing
- Affordable - $2/month vs property management software at $50-150/month
How to Set Up Your Rental Property Tracker
Get your rental finances organized in under 10 minutes:
- Install SheetLink Chrome Extension - Add from Chrome Web Store
- Connect Property Bank Accounts - Link accounts where rent is deposited via Plaid
- Connect Business Credit Cards - Track maintenance and repair expenses
- Create Your Property Finance Sheet - Start with a blank sheet or rental property template
- Sync Transactions - SheetLink pulls in all rent deposits and expenses
- Tag by Property - Add a "Property" column and tag each transaction by address
- Calculate Cash Flow - Use formulas to track income minus expenses per property
What Rental Property Expenses to Track
SheetLink syncs all property-related transactions so you can track every cost:
Operating Expenses
- Property taxes
- Insurance premiums
- HOA fees
- Utilities (if landlord-paid)
- Property management fees
- Advertising/vacancy costs
Maintenance & Debt Service
- Repairs & maintenance
- Landscaping/snow removal
- Pest control
- Appliance replacement
- Mortgage payments
- Capital improvements
Calculate Cash Flow Per Property
The key metric for rental properties is net cash flow: income minus all expenses. Here's an example:
Example: 123 Main St (Single-Family Rental)
With SheetLink, these calculations happen automatically using Google Sheets formulas.
Track Multiple Properties in One Spreadsheet
If you own multiple rental units, SheetLink consolidates finances across all properties:
Step 1: Tag Transactions by Property
Add a "Property" column. When rent comes in or expenses go out, tag the transaction with the property address (e.g., "123 Main St", "Oak Ave Duplex Unit A").
Step 2: Use Filters to View Individual Properties
Filter your Google Sheet by property to see income and expenses for a single unit. Calculate net cash flow with a simple SUM formula.
Step 3: Build a Portfolio Dashboard
Create a summary tab with total portfolio income, total expenses, and overall cash flow. Use SUMIF formulas to aggregate by property.
Step 4: Identify Problem Properties
Quickly spot properties with negative cash flow, high maintenance costs, or frequent vacancies. Make data-driven decisions on rent adjustments or sales.
Handle Common Landlord Scenarios
Vacancy Tracking
When a unit is vacant, you still have expenses (mortgage, taxes, insurance) but no rent income. Tag the period as "Vacant - 123 Main St" to track vacancy costs and lost income.
Security Deposits
Security deposits are not income—they're a liability. Tag deposit receipts separately so they don't inflate your income calculations. Track refunds and deductions for damages.
Late Rent & Evictions
Track expected rent vs actual rent received. If a tenant pays late or you need to evict, note the lost cash flow. This helps forecast future income more accurately.
Capital Improvements vs Repairs
Repairs (fixing a broken pipe) are expensed immediately. Capital improvements (new roof, HVAC) must be depreciated over time for taxes. Tag transactions accordingly.
Rental Property Tax Prep with SheetLink
Landlords file Schedule E (Supplemental Income and Loss) for rental properties. SheetLink organizes data for tax filing:
- Gross rental income - All rent deposits synced automatically
- Deductible expenses - Mortgage interest, property taxes, insurance, repairs, management fees
- Depreciation tracking - Note capital improvements for depreciation schedules
- Passive loss rules - Calculate if you qualify for rental loss deductions
- 1099 reporting - Track contractor payments over $600 (plumbers, handymen)
SheetLink vs. Property Management Software
| Feature | SheetLink | Property Software |
|---|---|---|
| Bank sync & cash flow | ✅ Yes | ✅ Yes |
| Tenant communication | ❌ No | ✅ Yes |
| Lease management | ❌ No | ✅ Yes |
| Pricing | $2/month | $50-150/month |
Best use case for SheetLink: Landlords with 1-10 properties who handle tenant relationships directly and just need financial tracking. Combine with free tenant portals (Zillow Rental Manager, Cozy) if needed.
Real Landlord Use Cases
James - 3 Single-Family Rentals
Challenge: James manually reconciled bank statements to track which property had which expenses. Took hours every month.
Solution: SheetLink auto-syncs all transactions. James added a "Property" column and tags each transaction. Built a dashboard showing cash flow per property.
Result: James discovered one property had negative cash flow due to high maintenance. He raised rent and turned it profitable.
Lisa - 12-Unit Apartment Building
Challenge: Lisa needed to track cash flow across 12 units but couldn't afford $150/month property management software.
Solution: SheetLink syncs her business checking account and credit card. She tags transactions by unit number (1A, 1B, 2A, etc.).
Result: Lisa built a pivot table showing revenue and expenses per unit. Identified 3 units with frequent maintenance issues and adjusted rent accordingly.
Pricing for Landlords
SheetLink is designed to be affordable for small landlords:
- Free Tier - Last 7 days of transactions (weekly cash flow checks)
- Basic Plan - $2/month for 90 days of history (quarterly analysis)
- Pro Plan - $10/month for 24 months of history (full tax records)
Compare to property management software: Buildium ($50-150/month), AppFolio ($280/month), TenantCloud ($18-60/month). SheetLink focuses on what landlords need most—financial tracking—at a fraction of the cost.
Get Started: Track Your Rental Property Cash Flow Today
Stop manually reconciling bank statements and start automating your rental property bookkeeping. See exactly which properties are profitable and which need attention.
Ready to track your rental property cash flow automatically?
Free forever for the last 7 days of transactions. Perfect for landlords.
Add to Chrome - Start Tracking