Works in Excel, Google Sheets, Apple Numbers and LibreOffice. No sign-up, no macros.
What's in the file
- Instructions: how to fill it in each month.
- Sample statement: a fictional owner with a duplex and a single-family home, filled in.
- Blank statement: the same layout, empty. Copy it once per owner per month.
- A summary at the top: beginning balance, income, management and other fees, expenses, cash available, reserve held, distribution and ending balance.
- A rent roll with rent, collected, balance owed and status (paid, partial, unpaid or vacant) for up to 10 units, plus other income, fees and 12 expense rows with vendor, category and a receipt column.
- A check line that confirms the statement reconciles. Shaded cells are inputs and everything else is a formula.
A look at the sample
The sample is the worked example from our owner statement guide: a fictional owner, an 8% management fee on rent collected and a $3,000 reserve.
| Summary | Amount |
|---|---|
| Beginning balance | $3,000.00 |
| Add: rent collected | $5,000.00 |
| Add: other income | $85.00 |
| Less: management fee (8% of rent collected) | -$400.00 |
| Less: expenses | -$1,770.00 |
| Cash available | $5,915.00 |
| Less: reserve held | -$3,000.00 |
| Distribution to owner | $2,915.00 |
| Ending balance | $3,000.00 |
The rent roll shows why rent collected is $5,000 and not $5,600:
| Unit | Rent | Collected | Balance | Status |
|---|---|---|---|---|
| 412 Alder St, A | $1,650 | $1,650 | $0 | Paid |
| 412 Alder St, B | $1,600 | $1,000 | $600 | Partial |
| 18 Birch Ct | $2,350 | $2,350 | $0 | Paid |
How to use it in 5 steps
- Fill in the header. Open the Blank statement sheet. Enter the owner, the property, the statement month, the management fee percentage and the reserve amount from the management agreement.
- Enter the beginning balance. Use last month's ending balance for this owner. It should match exactly. If it doesn't, find out why before you send anything.
- Complete the rent roll. One row per unit, including vacant ones (type Vacant as the tenant). Enter the monthly rent and what was actually collected. Balance owed and status are calculated.
- Add other income, fees and expenses. One row each. The management fee is calculated from rent collected. Give every expense a specific description, the vendor and the property, and mark whether a receipt is attached.
- Check it reconciles and send it. The summary works out cash available, the reserve held, the distribution and the ending balance. When the check line says Yes, save a copy for your records and send it to the owner.
Go further
Frequently asked questions
Is the template really free?
Yes. Download it and use it for as many owners as you like. There's no email gate and no sign-up.
Does it work in Google Sheets?
Yes. Upload the .xlsx to Google Drive and open it with Google Sheets. It also opens in Excel, Apple Numbers and LibreOffice, with no macros.
How does the statement reconcile?
Beginning balance plus income, less fees and expenses, gives cash available. The reserve is held back from that, the rest is the distribution, and what's held is the ending balance. A check line says Yes when beginning balance + income - fees - expenses - distribution equals the ending balance.
How is the management fee worked out?
As a percentage of rent collected in the month, which you set in the header. Leasing, renewal or project fees go on their own rows below it, so the owner can see each one.
What's the difference between the reserve and the distribution?
The reserve is cash kept back in the owner's account for upcoming repairs and bills, usually a fixed amount in the management agreement. The distribution is what's left after income, fees, expenses and the reserve, paid out to the owner.
Should security deposits go on the statement?
Show them as a memo, not as income. In many places deposits must be held separately and returned or applied under specific rules, so follow your local requirements and your management agreement.