Free Landlord Bookkeeping Templates for Making Tax Digital
Track your rental income and expenses in the exact categories HMRC expects. When filing day comes, upload your spreadsheet to Aligned - done in minutes.
1-3 properties
Everything you need to track income and expenses for a small portfolio.
- 3 property sheets
- HMRC-mapped columns
- Quarterly + cumulative totals
- Expense category guide
4-10 properties
Manage a larger portfolio with all properties in one workbook.
- 10 property sheets
- Portfolio overview dashboard
- Quarterly + cumulative totals
- Expense category guide
No signup required. The template works standalone - use it even if you never use Aligned.
This template is provided free of charge as a general bookkeeping aid and does not constitute tax, legal, or financial advice. Aligned accepts no liability for any errors, omissions, or inaccuracies. By downloading this template you accept that sole responsibility for its use rests with you. We recommend consulting a qualified accountant for advice specific to your circumstances.
Built for Making Tax Digital from day one
Most landlord spreadsheets were made before MTD existed. This one was built around it.
HMRC-mapped columns
Every expense column maps directly to an HMRC MTD category. No reformatting when it's time to file.
Standard or calendar periods - you choose
HMRC offers two types of quarterly update period. Most generic landlord spreadsheets don't account for this at all. Ours lets you pick Standard (tax year) or Calendar (month-end) periods, and the quarterly totals adjust automatically.
Quarterly + cumulative totals built in
Automatic quarterly breakdowns AND cumulative year-to-date totals matching exactly what HMRC expects you to submit. Other templates give you annual totals - MTD needs quarterly.
Works with Aligned
When you're ready to file, upload this spreadsheet to aligned.tax. Smart Map reads your data and submits to HMRC - no re-entry, no reformatting.
A complete bookkeeping system in one spreadsheet
Five sheets, each with a specific job. Everything calculates automatically.
Welcome & Instructions
Branded intro with the update period type selector. Pick Standard (tax year) or Calendar (month-end) and all your quarterly dates adjust automatically.
- Period type dropdown
- Both deadline tables
- Step-by-step guide
Property Sheets
One sheet per property with a full transaction ledger. Record every income and expense in the right HMRC column.
- Property name, type, ownership %
- Auto-calculated quarterly totals
- Cumulative YTD for HMRC
- 200+ pre-formatted rows
Quarterly Summary
See all properties at a glance. Per-quarter breakdowns and cumulative year-to-date totals - exactly what HMRC expects.
- Per-property totals
- Cumulative YTD figures
- HMRC deadline reminders
Expense Guide
Not sure which column? This reference sheet explains every HMRC category with examples of what to include and what not to include.
- 8 HMRC expense categories
- Include and exclude examples
- Section 24 finance cost guidance
| Date | Description | Rental Income | Other Income | Premises Costs | Repairs | Prof. Fees | Services | Travel | Other | Finance Costs | Capital |
|---|---|---|---|---|---|---|---|---|---|---|---|
| Q1 (6 Apr - 5 Jul) | £2,850 | - | £420 | £450 | £95 | £65 | - | - | £1,140 | - | |
| 06/04/2026 | Monthly rent received | £950 | |||||||||
| 06/04/2026 | Buildings insurance (annual) | £420 | |||||||||
| 12/05/2026 | Boiler repair | £450 | |||||||||
HMRC expense categories explained
Not sure which column to use? Here's what goes where - in plain English.
Include
- Buildings insurance
- Ground rent you pay
- Utility bills during void periods
- Council tax during void periods
- Security costs
Don't include
- Your own home bills
- Council tax while tenanted (tenant pays)
Include
- Like-for-like repairs
- Repainting and redecoration
- Fixing broken items
- Gardening and grounds maintenance
Don't include
- Improvements (new extension, loft conversion)
- Upgrading (basic kitchen to luxury kitchen)
The key test: are you restoring something to its original condition (repair) or making it better than it was (improvement)? Repairs are allowable. Improvements are capital.
Include
- Letting agent management fees
- Accountant fees
- Legal fees for renewals and disputes
- NRLA membership
Don't include
- Legal fees for buying or selling property
- Fees for first lease
Include
- Gas safety certificate
- Electrical safety check (EICR)
- EPC (Energy Performance Certificate)
- Cleaning between tenants
- Inventory clerk
Don't include
- Your own cleaning
- Your own energy bills
Include
- Mileage to property for management (45p/mile first 10,000)
- Public transport to property
Don't include
- Commuting to your day job
- Travel during a holiday near the property
Include
- Stationery
- Phone calls to tenants or agents
- Advertising for tenants
- Landlord software subscriptions
Don't include
- Clothing
- Food and entertainment
Not sure which column? Use "Other Allowable" and your accountant can reclassify later. It's better to record everything than to miss a legitimate deduction.
Include
- Mortgage interest
- Loan interest for property purchase or improvement
Don't include
- Capital repayments on mortgage
- Personal loan interest
Since April 2020, mortgage interest is no longer deducted from your rental profits. Instead, you get a 20% basic rate tax reduction. HMRC calculates this automatically when you submit - you just need to record the amount. This is why finance costs have their own column, separate from other expenses.
Record here
- New extension or conversion
- New kitchen (upgrading, not replacement)
- Furniture for first furnishing
- Deposit movements in and out
Why it matters
- Capital costs reduce your gain when you sell
- Keeping records now saves time later
Capital expenditure is NOT an allowable revenue expense and won't be submitted to HMRC in your quarterly update. But keeping a record is important for capital gains calculations when you eventually sell the property.
MTD quarterly update periods for 2026-27
HMRC offers two types of quarterly update period. The template supports both - just select your period type on the Instructions sheet.
Standard update periods align to the tax year (6 April to 5 April). Most landlords use these.
Calendar update periods end on the last day of the month. Use these if your accounting period ends on 31 March or another month-end date.
Standard periods
| Update period | Deadline |
|---|---|
| 6 April - 5 July 2026 | 7th August 2026 |
| 6 April - 5 October 2026 | 7 November 2026 |
| 6 April - 5 January 2027 | 7 February 2027 |
| 6 April - 5 April 2027 | 7 May 2027 |
Calendar periods
| Update period | Deadline |
|---|---|
| 1 April - 30 June 2026 | 7th August 2026 |
| 1 April - 30 September 2026 | 7 November 2026 |
| 1 April - 31 December 2026 | 7 February 2027 |
| 1 April - 31 March 2027 | 7 May 2027 |
Both types have the same deadlines - the difference is which dates your quarterly period covers. The template handles both - just select your period type on the Instructions sheet.
HMRC won't charge penalties for late quarterly updates in the first year (2026-27). But getting into the habit now means you're ready when penalties do apply.
Common questions
Yes, from April 2026, if your gross income from self-employment and property exceeds £50,000. This drops to £30,000 from April 2027. You'll need to keep digital records of your income and expenses and submit quarterly updates to HMRC using compatible software.
Yes. You can keep your records in a spreadsheet, but you'll need compatible bridging software to submit the data to HMRC. That's exactly what Aligned does - upload your spreadsheet and Smart Map reads the data, maps it to the right HMRC fields, and submits it.
Standard periods align to the tax year (6 April to 5 April). Calendar periods end on the last day of the month (e.g. 30 June, 30 September). Both have the same filing deadlines. Choose based on your accounting period - if unsure, use standard. The template supports both.
A repair restores something to its original condition - like fixing a broken boiler or repainting walls. An improvement makes something better than it was - like adding an extension or upgrading a basic kitchen to a luxury one.
Repairs are allowable revenue expenses (column G in the template). Improvements are capital expenditure (column M) - not deductible from rental income, but they reduce your capital gain when you sell.
Since April 2020, residential landlords can no longer deduct mortgage interest from their rental profits. Instead, you get a basic rate (20%) tax reduction on the interest amount. This is called the Section 24 finance cost restriction.
You still need to record your mortgage interest - that's what column L (Residential Finance Costs) is for. HMRC uses this figure to calculate your 20% tax reduction separately.
Four quarterly updates per year, plus a final declaration (end-of-year summary) after the tax year ends. The quarterly updates contain cumulative year-to-date figures - this template calculates those for you automatically.
You can amend quarterly update submissions through your bridging software. If you realise you've categorised something incorrectly, move it to the right column in your spreadsheet and re-submit. The cumulative nature of MTD means each submission replaces the previous one for that period.
Ready to start tracking?
Download the template, record your transactions, and upload to Aligned when it's time to file.