The bank deposit is not the books. A small landlord still has four jobs: a rent roll that shows who paid, a deposit ledger that shows what you still hold, an owner-cost log a tax preparer can sort, and a vacancy file that counts empty days. AI drafts the memo and the SUMIFS. Excel or Google Sheets is the audit trail.
This is a buyer-intent map, not property-management software and not a filed Schedule E. Listing titles and Open API list prices come from the live Etsy Open API GET 2026-10-06. Shop announcement the same pull: 25% off every file through Oct 17. On this page that includes Landlord Rent Tracker 4483585796, Security Deposit 4562846904, Expense & Deposit 4562934360, Vacancy 4563056483, Vacation Rental Bookkeeping 4528642066, Deal Analyzer 4528634147, and the Landlord Rent Roll Bundle 4533445912. Open API list prices remain $6.99 / $7.99 / $19.99; 25% of those lists is $5.24 / $5.99 / $14.99 (same checkout math as paid receipt #4193132188 on sibling Home Declutter 4483586050, 2026-10-04). Tab names for the deposit, expense, and vacancy workbooks come from those shipping Excel files opened in the original session. ChatGPT and Claude vendor pricing pages were pulled 2026-08-29.
Disclosure: Jaceal LLC operates Smart Files Shop on Etsy. Landlord-workbook links go to our listings. ChatGPT and Claude links go to the vendors. See our Affiliate Disclosure.
October 1 rent is posted. Academic-year leases that started September 1 now owe the first full fall month. Who paid, who is partial, and who is late belongs on a rent roll this week — not a Venmo thread. A deposit you still hold is a different ledger. Empty-unit days belong on a vacancy / make-ready log. Shop sale: 25% off every file through October 17, 2026 (shop announcement, GET 2026-10-06). Our live Landlord Rent Tracker Spreadsheet is now $5.24 (was $6.99). Open API list price remains $6.99; 25% of that list is $5.24 (same checkout math as the 2026-10-04 paid receipt on sibling Home Declutter). Use the payment log so paid / partial / late is a row, not a screenshot.
| Job | Best stack | Cost | Why |
|---|---|---|---|
| Who paid / lease dates | Landlord Rent Roll | $5.24 (was $6.99) | Payment log with paid / partial / late; tenant and lease list. 25% off through Oct 17 |
| What you still hold | Security Deposit Tracker | $5.24 (was $6.99) | Deposit Ledger remaining = held − deductions − refunds paid. 25% off through Oct 17 |
| Rent + costs + deposits | Expense & Deposit Tracker | $5.99 (was $7.99) | Rent Roll, Expenses by Category, Schedule E Helper in one file. 25% off through Oct 17 |
| Empty days / make-ready | Vacancy Tracker | $5.24 (was $6.99) | Turnover Ledger, printable Make-Ready, Work Orders. 25% off through Oct 17 |
| Nightly stays | Vacation Rental Bookkeeping | $5.99 (was $7.99) | Booking Log, occupancy %, ADR, RevPAR — not a 12-month rent row. 25% off through Oct 17 |
A Venmo screenshot is not a year of collections. Each rent event needs a row: unit, amount due, amount paid, late fee if you assessed one, method, status. Paid / partial / late should come from those amounts, not from memory. Lease start and end dates live next to the tenant, not in a calendar app you forget to open in month eleven.
Live listing: Landlord Rent Tracker Spreadsheet | Tenant Income Expense & ROI Excel Google Sheets — $5.24 (was $6.99) through October 17, 2026, listing 4483585796, state active, auto-renew on. Open API GET 2026-10-06 list price is still $6.99; shop announcement is 25% off every file through Oct 17. Instant download: Excel + Google Sheets workbook plus a Start-Here PDF and an HTML companion. Live attached files on the listing: STARTHERE-HowtoOpenYourFiles.pdf, LandlordPropertyManager-Excel.xlsx, and LandlordPropertyManager-Interactive.html. Live listing guarantee (quote): “LOVE GUARANTEE (14 days): Message us if this isn't right — free fix, free small customization, or refund.”
The live .xlsx for this listing was not opened from disk this session, so tab names below are from the live listing description, not from xl/workbook.xml. Listing copy names these jobs in the workbook: a Dashboard of rent collected, expenses, and net; a property and unit tracker (address, unit, beds/baths, status); a tenant and lease database (who lives where, lease start/end, deposit, contact); a rent payment log with paid / partial / late flags; and an expense and maintenance tracker. Open START-HERE first. Replace the sample properties and tenants with your doors, then log rent and expenses as they happen.
Use this file when the problem is “who is current.” It is not a remaining-deposit ledger, not a make-ready checklist, and not property-management software. Lease end dates belong on the tenant/lease list in this file — that is the lease-tracking job for a small portfolio. A dedicated lease-renewal reminder workbook is not a public Etsy listing as of 2026-09-30 (JA-2591 active listings). Do not treat an unpublished URL as live. Until one is public, keep the date on this rent roll and set your own calendar reminder from that date.
After the month closes, paste unit totals only into ChatGPT or Claude for a three-sentence owner note. Do not upload the tenant list with names, emails, or phone numbers.
Get the Landlord Rent Roll Spreadsheet — $5.24 (was $6.99) ·
Folding deposits into rental income is how April gets ugly. A deposit is money you still hold until you refund it or lawfully keep a deduction. Remaining should be a formula: amount held minus itemized deductions minus refunds you sent. You do not type the remaining total.
Live listing: Security Deposit Tracker Spreadsheet | Landlord Refund Deduction Log Excel Sheets — $5.24 (was $6.99) through October 17, 2026, listing 4562846904, active, auto-renew on. Open API GET 2026-10-06 list price is still $6.99; shop announcement is 25% off every file through Oct 17. Instant Excel + Google Sheets. The listing copy calls it a 6-tab file. Tabs in the shipping workbook (xl/workbook.xml): Start Here, Dashboard, Properties, Deposit Ledger, Deductions, Refunds Paid, and Lists. Lists is the helper sheet behind the dropdowns. Live listing guarantee (quote): “LOVE GUARANTEE (14 days): Message us if this isn't right — free fix, free small customization, or refund.”
Deposit Ledger is one row per deposit. Columns include Deposit ID, Property ID, Unit, Tenant, Move-in, Move-out, Received, Amount held, and Return-by date. Remaining, deductions, and refunded amounts are formulas. Return-by is a date you enter — the sheet treats a remaining balance after that date as a reminder, not a legal finding. The Start Here tab itself says this is not a rent roll.
Deductions itemize move-out charges against a Deposit ID. Categories on the Lists tab include Cleaning, Damage, Unpaid rent, Late fees, Keys/locks, Utilities, Painting, and Other. Refunds Paid is the check or transfer you sent — one row per payment. Dashboard rolls held, deducted, refunded, and remaining. Purple SAMPLE rows (D001 closed after refund; D002 still held) are there so every formula is visible before you overwrite them.
It does not look up deposit-return law. It does not calculate statutory interest. Compatibility on the live listing: Microsoft Excel (2016 and later recommended), Google Sheets via File → Import or Drive → Open with Google Sheets, no macros, not tested in Apple Numbers — do not use Numbers.
Get the Security Deposit Tracker — $5.24 (was $6.99)
H2 2026 business mileage is 76¢ — type the rate; do not copy a stale 70¢. IRS standard mileage rates (live 2026-09-30, last-modified 08:04:54 GMT): July 1–Dec. 31, 2026 business 76 cents/mile (IR-2026-29); Jan. 1–June 30 still 72.5 cents (IR-2025-128). Galleon’s rental-expenses article still says trips are deductible at “70 cents per mile” (live 2026-09-30). That is their copy, not a markdown on our listing. Our live Expense & Deposit Tracker Open API list is still $7.99 (GET 2026-10-06); 25% off every file through October 17 is $5.99. Mileage is an amount you type. The file does not decide deductibility.
Insurance is not a repair. A security-deposit refund is not an expense. If you want collections, deductible flags, and deposits in one Excel file instead of three, that is a different job from the standalone rent roll plus the standalone deposit ledger.
Live listing: Landlord Expense Tracker Spreadsheet | Schedule E Deposit Log Excel Google Sheets Instant Download — $5.99 (was $7.99) through October 17, 2026, listing 4562934360, active, auto-renew on (Etsy Open API GET 2026-10-06). Instant Excel + Google Sheets. The listing copy calls it a 7-tab file. Tabs in the shipping workbook (xl/workbook.xml): Setup Instructions, Properties & Units, Rent Roll, Expenses by Category, Security Deposits, Annual Summary, Schedule E Helper, and Lists. Live listing guarantee (quote): “LOVE GUARANTEE (14 days): Message us if this isn't right — free fix, free small customization, or refund.”
What the opened file does:
Buy this instead of the standalone rent roll plus the standalone deposit file if you want those jobs in one place. It is still not a vacancy tracker and not a bank feed. Purple SAMPLE rows (123 Example St Unit A / Unit B, 456 Sample Ave Unit A, Tenant A / Tenant B / Tenant C) are there to show the formulas before you overwrite them.
Get the Expense & Deposit Tracker — $5.99 (was $7.99)
Notice is not move-out. Move-out is not a new lease. Paint and locks disappear into “misc” unless make-ready tasks have their own rows. Days vacant and a 30-day vacancy-loss estimate should calculate from dates you type, not from a guess in April.
Live listing: Landlord Vacancy Tracker Spreadsheet | Tenant Turnover Make Ready Log Excel Sheets — $5.24 (was $6.99) through October 17, 2026, listing 4563056483, active, auto-renew on. Open API GET 2026-10-06 list price is still $6.99; shop announcement is 25% off every file through Oct 17. Instant Excel + Google Sheets. The listing copy calls it a 6-tab file. Tabs in the shipping workbook (xl/workbook.xml): Start Here, Dashboard, Properties, Turnover Ledger, Make-Ready, Work Orders, and Lists. The Properties sheet header reads “Properties & Units.” Live listing guarantee (quote): “LOVE GUARANTEE (14 days): Message us if this isn't right — free fix, free small customization, or refund.”
Turnover Ledger is one row per notice-to-new-lease event. Columns include Turnover ID, Property ID, Unit ID, Outgoing tenant, Notice date, Move-out date, New lease start, List date, Monthly rent, Days vacant, Vacancy loss $, Make-ready $, and Status. Days vacant, vacancy-loss $, make-ready $, and status are formulas. When New lease start is blank, open vacancy days follow the as-of date you type on Dashboard B4. SAMPLE uses 2026-08-26 so open-vacancy days do not drift with the clock.
Vacancy loss $ uses monthly rent ÷ 30 — a planning estimate, not a tax figure, which is what the Dashboard note in the file says. Make-Ready is a Letter-landscape printable walkthrough. Task names on Lists include Clean, Paint, Carpet / floor, Patch / repair, Locks / keys, Smoke / CO, HVAC service, Photos, and List online. Costs roll to the ledger by Turnover ID. Work Orders are ongoing repairs by unit; Turnover ID is optional, so an HVAC service on an occupied door does not have to pretend it is a make-ready. Unpaid $ rolls to the Dashboard.
Not a rent roll. Not a deposit ledger. The Start Here tab says so in the subtitle. Purple SAMPLE rows (Oak Street Duplex / Maple Court; T001 Closed / T002 Vacant / T003 Notice) are there so every formula is visible before you overwrite them.
Prompt: “Here are this month’s vacancy-day totals and last month’s. Write a 150-word owner note. Do not invent reasons a unit is empty.” Prices: ChatGPT Free $0/month; Plus is a paid individual plan — confirm current USD on ChatGPT’s pricing page (this session’s fetch returned regional MXN). Claude Free $0, Pro $20/month or $17/month billed annually ($200 up front) per Anthropic / Claude pricing.
Get the Vacancy Tracker — $5.24 (was $6.99)
ChatGPT Free writes SUMIFS and month-end copy. ChatGPT’s pricing page lists a Free plan at $0/month (unlimited text chats with GPT-5.6 Luna, limited tool use). Plus is the paid individual plan for expanded uploads and tools; Excel / Google Sheets extensions are listed as Limited on Free and Yes on Plus. Totals only — no tenant names, no taxpayer IDs, no full leases. Use ChatGPT Free
Claude Free is the better paste target for a full month of unit totals plus last year’s same month. Ask it to keep rent collected, deposits still held, and vacancy-loss estimates in separate sentences so held money never masquerades as income. Claude Pro is $20/month or $17/month billed annually per Anthropic’s pricing page. Use Claude Free
Google Sheets is the default editor if you do not run Excel. The deposit, expense, and vacancy workbooks opened this session are .xlsx downloads with no macros; Drive → Upload → Open with Google Sheets is the path on each listing. Gemini inside Sheets is optional and not required for the remaining-deposit math or the vacancy-day formulas. The three opened workbooks are labeled not tested in Apple Numbers — do not use Numbers.
Nightly stays / STR host books — $5.99 (was $7.99) through October 17, 2026. Shop sale 25% off every file; Open API GET 2026-10-06 list remains $7.99. Vacation Rental Bookkeeping Spreadsheet | Host Income Occupancy Tax Excel Sheets (4528642066, active, auto-renew on). Live attached files: Airbnb-STR-Tracker.html, Airbnb_STR_Income_Expense_Tracker.xlsx, STR_Tracker_Start_Here.pdf. The .xlsx for this listing was not opened from disk this session; tab names below are from the live listing description. Listing copy: a 13-tab Excel / Google Sheets workbook — Start Here, Property Setup (up to 20 STRs), Booking Log (Airbnb, VRBO, Booking.com, Direct), Expenses, Monthly Summary, Dashboard (revenue, net income, occupancy %, ADR, RevPAR, cash-on-cash ROI), Annual + 5-Year, ROI & Cash Flow, Year-over-Year, Mileage Log, Booking Calendar, Sample Data, Leave a Review — plus a browser companion. Independent product. Not affiliated with Airbnb, Inc. or Vrbo. Use this when the unit is sold by the night. Do not force those stays onto the long-term rent roll. Occupancy and ADR are stay-level; a monthly rent row cannot hold them.
Before you bid — $5.99 (was $7.99) through October 17, 2026. Shop sale 25% off every file; Open API GET 2026-10-06 list remains $7.99. BRRRR Deal Analyzer Spreadsheet | Rental Cash Flow ROI Cap Rate Excel Google Sheets Instant Download (4528634147, active, auto-renew on). Live attached files: Real_Estate_Deal_Analyzer.xlsx, Real-Estate-Deal-Analyzer.html, Real_Estate_Deal_Analyzer_Start_Here.pdf, Get_The_App.pdf. The .xlsx was not opened from disk this session; tab names below are from the live listing description. Listing copy: 12 tabs — Start, Deal Dashboard (go / caution / no-go), Property Inputs, Rehab Budget, Rental Analysis (NOI, cap rate, cash-on-cash, GRM, 1% Rule / 50% Rule / GRM quick-checks), Cash Flow Projection (10-year), BRRRR Exit Planner (65% / 75% / 80% LTV scenarios), Flip Profit, Sensitivity, Comparables / notes, Sample Data Guide, Leave a Review — plus an HTML companion. One deal before you bid. Not a rent roll. Not investment advice.
Four browser dashboards, not the Excel pack — $14.99 (was $19.99) through October 17, 2026. Open API GET 2026-10-06 list remains $19.99; shop announcement is 25% off every file. Landlord Rent Roll Bundle Spreadsheet | Tenant Payment Deal Analyzer Excel Sheets (4533445912, active, auto-renew on). Be exact about the download. Live attached files on this listing are five items, none of them .xlsx: LandlordPropertyManager-Interactive.html, Real-Estate-Deal-Analyzer.html, Airbnb-STR-Tracker.html, Renovation-Tracker.html, and Property_Bundle_Start_Here.pdf. That matches the listing copy: four interactive HTML dashboards plus a start-here PDF. Double-click to open in a browser. Listing copy says each dashboard has an Export Excel button that writes an .xlsx of the data you typed. If you need the shipping Excel rent roll, the Excel deposit ledger, or the Excel vacancy file, buy those listings above. Buy this set if you want the HTML dashboards in one download.
Other live landlord-ops files: etsy.com/shop/SmartFilesShopUS. Love Guarantee on the live listings (quote from GET 2026-10-06): “LOVE GUARANTEE (14 days): Message us if this isn't right — free fix, free small customization, or refund.”
When the HVAC filter, seasonal repair list, or house-manual binder is for a home you live in — not a rental door on notice — use the owner-occupied home tracker map instead of the vacancy make-ready workbook. See our guide to AI spreadsheet tools for home maintenance and seasonal repair trackers (2026) for filter due dates, warranty logs, and declutter inventories that sit beside (not inside) rent-roll books.
The rent roll, deposit, expense, vacancy, STR, and deal-analyzer listings are instant downloads with the Love Guarantee: 14-day free fix, free small customization, or refund. The three Excel workbooks opened this session (deposit, expense, vacancy) are .xlsx files that open in Excel and Google Sheets. The rent-roll listing also includes a Start-Here PDF and an HTML dashboard you can open in a browser. That HTML file is a local companion, not an App Store app.
Landlord Rent Roll if you need who paid and when the lease ends — $5.24 (was $6.99) through October 17, 2026. Security Deposit Tracker if move-out refunds are the pile ($5.24, was $6.99). Expense & Deposit Tracker if you want those jobs plus a Schedule E helper in one Excel file ($5.99, was $7.99). Vacancy Tracker when a door is on notice or empty ($5.24, was $6.99). ChatGPT Free for the month-end note. Do not paste tenant names into a chat.
Get the Landlord Rent Roll Spreadsheet — $5.24 (was $6.99) Browse Smart Files Shop
Use ChatGPT for formulas, month-end notes, and lease-reminder copy. Do not paste tenant names, emails, phone numbers, bank account numbers, Social Security numbers, or full lease PDFs into a consumer chat. Strip identifiers first, or work only from unit totals.
Use a payment log that records unit, amount due, amount paid, late fee, and paid / partial / late status, plus a tenant and lease list that holds lease start and end dates. A live Excel + Google Sheets workbook for that job is the Landlord Rent Roll Spreadsheet ($5.24, was $6.99, through October 17, 2026) from Smart Files Shop.
No. Rent collected is income you received. A deposit is money you still hold. Mixing them in one total is how April gets ugly. Use a payment log for rent and a deposit ledger for held / deducted / refunded / remaining.
Many small landlords close the month in Excel or Google Sheets: a rent roll, a deposit ledger, and a vacancy log when a unit is empty. Property-management software is a later step when you have a manager, owner draws, or more doors than you will log. Sheets and Excel are enough for who paid, what you still hold, and empty-unit days.
Yes. ChatGPT lists a Free plan at $0/month (unlimited text chats with GPT-5.6 Luna, limited tool use). Plus is a paid individual plan — confirm current USD on ChatGPT's pricing page (this session's fetch returned regional MXN). Claude also has a Free plan; Claude Pro is $20/month or $17/month billed annually per Anthropic's pricing page.