What's in each column
How to keep it accurate
Post the rent charge on the due date, even before the tenant pays, so the balance always shows what is owed. Post each payment on the day it arrives, with the method. Add late fees as their own rows with the lease section that allows them, and check your state's limits first in our state landlord guides. Never edit an old row to fix a mistake: add a correcting row instead, so the history stays intact.
When a spreadsheet stops being enough
A spreadsheet works for a few units if you update it every time money moves. Rentra keeps the ledger for you: rent is charged on schedule, ACH and card payments post themselves, and you record cash and checks in a couple of taps. Payments match against your bank through Plaid, and the same records feed your Schedule E report. See rent collection or try the property manager fee calculator.
Questions
What is a rent ledger?
A rent ledger is a running record of everything a tenant is charged and everything they pay, with a balance after each line. It shows at a glance whether a tenant is current, and it is the record you would show a court, a lender, or the tenant if a balance is ever disputed.
How do I open the template?
Download the CSV file. In Excel, open it directly. In Google Sheets, choose File, then Import, then Upload, and pick the file. The Balance column uses a simple formula that both programs read. Delete the example rows before adding your own.
Should security deposits go on the rent ledger?
Record the deposit when it is paid so the history is complete, but keep it out of the rent balance: many states require deposits to be held separately and returned with an itemized list of deductions. Check your state's rules in our state guides.