The Rental Wire / Tools & guides
Free rent ledger template & statement builder
Track rent charges, payments and credits. Download a CSV or print a tenant statement with a running balance.
What is a rent ledger?
A rent ledger records charges, payments and the balance for a tenancy. Enter each rent charge when it becomes due and each payment when it is received. The statement keeps those events separate, so a partial payment does not make a whole month look paid.
This tool handles one tenant account or unit at a time. Add up to 200 entries, print a statement or download the same running balance as a CSV spreadsheet. It does not collect rent, connect to a bank or verify that a payment cleared.
How the running balance works
Closing balance = opening balance + charges − payments and credits
For example, start at $0, add $1,800 of September rent and record a $1,500 payment. The closing amount owed is $300. A later $400 payment leaves a $100 credit. The statement shows that as a negative running balance and labels the final amount as a credit.
Dates sort chronologically. Entries on the same date keep the order you entered them. Enter amounts to no more than two decimal places; balances are calculated in cents. All entries must fall between the opening and statement dates, so a future charge cannot silently appear on an earlier statement.
Using a rent ledger template in a spreadsheet
Download CSV to open the entries in Excel, Google Sheets or another spreadsheet app. It contains the property, tenant, statement period, opening balance and each transaction. Balances are exported as calculated values, not formulas. To continue editing in this tool, download an editable copy and open that file here later.
For a conventional spreadsheet alternative, Stessa offers rent-ledger templates. Keep supporting receipts and payment confirmations whichever format you use.
Keep the record focused
Track refundable security deposits separately. This ledger does not calculate deposit interest, late fees, proration or legal deadlines. Only enter charges you have checked against your agreement and applicable requirements. A ledger balance is not an eviction notice or proof that a disputed charge is valid.
Ledger questions
How do I enter a partial payment?
Record the full rent charge, then add the actual payment as a separate entry. Add later payments separately. The running balance will show what remains.
What if the tenant starts with a credit?
Enter a negative opening balance. For example, −100 means a $100 credit before the first entry. A positive amount means money already owed.
How do I correct or credit a charge?
Edit an incorrect entry. For a credit you want to retain in the transaction history, use Payment / credit and describe the reason clearly. Keep the underlying documentation.
Are the entries saved automatically?
No. Download an editable copy before leaving. Use Open editable copy to reload it here. CSV is a separate export for spreadsheet use and cannot be reopened directly in this tool.
Can I send this statement from the tool?
No. Print or download it, review the names, dates and amounts, and share it using your usual process. Your entries are not sent to Rental Wire or included in analytics events.