A clean, lender-ready rent ledger to track every tenant payment, late fee, and running balance. Works in Excel, Google Sheets, Numbers, and LibreOffice.
Excel 2016+ · Google Sheets · Apple Numbers · LibreOffice
One row per charge or payment, with a running balance. Here's a sample for a $2,150/mo lease.
| Date | Description | Charge | Payment | Method | Balance |
|---|---|---|---|---|---|
| Jan 1, 2026 | Monthly rent — Jan | $2,150 | — | — | $2,150 |
| Jan 3, 2026 | Rent payment | — | $2,150 | ACH | $0 |
| Feb 1, 2026 | Monthly rent — Feb | $2,150 | — | — | $2,150 |
| Feb 2, 2026 | Rent payment | — | $2,150 | ACH | $0 |
| Mar 1, 2026 | Monthly rent — Mar | $2,150 | — | — | $2,150 |
| Mar 6, 2026 | Late fee (5-day grace) | $75 | — | — | $2,225 |
| Mar 7, 2026 | Rent + late fee | — | $2,225 | Card | $0 |
| Apr 1, 2026 | Monthly rent — Apr | $2,150 | — | — | $2,150 |
| Apr 1, 2026 | Rent payment | — | $2,150 | ACH | $0 |
| YTD totals | $8,675 | $8,675 | $0 | ||
A rent ledger is the single source of truth for what a tenant has paid — and what they still owe.
Lenders ask for 12 months of rent ledgers to verify income on rental property loans. A clean ledger speeds up underwriting.
Courts want documented payment history. A rent ledger with dates, amounts, and balances holds up where memory and text messages don't.
Schedule E asks for total rents received. The ledger gives your CPA an exact figure — no scrambling through bank statements.
Share the ledger when a tenant disputes a charge. Most arguments end the moment they see the numbers laid out.
Click the download button above. The .xlsx file opens in Excel, Google Sheets, Numbers, or LibreOffice.
Fill in tenant name, unit address, lease start/end dates, and the monthly rent amount.
Add the date received, amount paid, payment method, and any late fees or credits.
The balance column auto-updates after every row, so you always see exactly what's owed.
The template works for one or two tenants. Once you grow, Havyn keeps the ledger for you.
A rent ledger is a tenant-by-tenant record of every rent payment, late fee, credit, and balance owed across a lease. Landlords use it to prove on-time payment history, calculate arrears, support evictions, hand to lenders during refinances, and document income at tax time.
At minimum: tenant name, property/unit address, lease start and end dates, monthly rent amount, the date each payment was received, the amount paid, the payment method, any late fees or credits applied, and a running balance. Havyn's template includes all of these plus a notes column.
Download the template directly and open it in Excel, Google Sheets, Apple Numbers, or LibreOffice — formulas convert automatically.
Enter the tenant and lease details once at the top. Then log every rent payment as it comes in: date received, amount, payment method, and any late fees. The running balance column auto-calculates so you always see what's owed.
Yes — the terms are used interchangeably. Both refer to the per-tenant transaction history of rent charges, payments, fees, and credits over the life of a lease.
Yes. The IRS requires landlords to document rental income on Schedule E. A rent ledger is the cleanest source-of-truth your CPA can work from — every dollar received, when, and from whom.
A manual ledger works for 1–2 tenants. Once you grow, missed entries, math errors, and lost receipts add up. Havyn auto-generates a rent ledger for every tenant — rent collected through the tenant portal posts to the ledger automatically, late fees apply on schedule, and you can export a PDF for lenders or courts in one click. Plans from $19/mo.
