Schedule E expense worksheet

Log each rental expense with its Schedule E line as you pay it. At tax time, total by line and the numbers are ready. Opens in Excel or Google Sheets.

Schedule E expense lines

5AdvertisingListing fees, yard signs, online ads
6Auto and travelMileage to properties, parking, tolls
7Cleaning and maintenanceTurnover cleaning, lawn care, snow removal, pest control
8CommissionsLeasing agent fees for placing a tenant
9InsuranceLandlord policy, liability, flood
10Legal and other professional feesTax preparation for your rental, attorney review of a lease
11Management feesProperty manager fees
12Mortgage interest paid to banks, etc.Interest shown on Form 1098
13Other interestSeller financing, private loans, shared mortgages
14RepairsFixing a broken lock, patching drywall, painting a room
15SuppliesLight bulbs, batteries, filters, small hardware
16TaxesProperty taxes on the rental
17UtilitiesWater, trash, gas, or electric you pay
18Depreciation expense or depletionBuilding, improvements, appliances
19Other (list)HOA dues, software, bank fees

What's in each column

DateWhen you paid.
PropertyWhich rental the expense belongs to. Schedule E has a column for each property.
Payee and descriptionWho you paid and what for, in enough detail to explain it a year later.
AmountWhat you paid. For mileage, log the miles in the description and apply the IRS rate at year end.
Schedule E lineThe line number from the table below. Filter or total by this column at tax time.
CategoryThe line's name, so the sheet reads without the form open.
Receipt/notesWhere the receipt is saved, and anything your tax preparer should know.

Keep it current

Enter each expense on the day you pay it. Save the receipt the same day and note where it lives. The first rows are marked EXAMPLE; delete them before you start. For what belongs on each line, the repairs-versus-improvements rules and 1099s for vendors, read the Schedule E line-by-line guide.

Rentra does this from your bank feed: transactions sort into Schedule E lines, depreciation is worked out for each building, and Form 4562 downloads as a PDF. See tax reports.

Questions

How do I get line totals at tax time?

The Excel file has a Totals by line tab that adds up lines 5 to 19 as you go. For totals by property, insert a pivot table with Schedule E line as the rows, Property as the columns and Amount as the values.

Where do improvements go?

Not on the repairs line. A new roof or a replaced HVAC system is usually depreciated over time on line 18 rather than deducted in one year. The worksheet has an example row marked Improvement; check the treatment with your tax professional.

Is this tax advice?

No. It is a way to keep records organized by the lines on the form. Confirm how to treat anything unusual with a tax professional.

Try Rentra on your own rentals

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