Free UK Landlord Spreadsheet Template
Download a free spreadsheet to track rental income, expenses, mortgage interest, repairs, mileage and property-by-property records. Built for UK landlords who want simple bookkeeping now and MTD-ready records for the future.
Includes Starter and Portfolio versions. Excel format. Built for UK rental property records.
| Property | Income | Expenses | Mortgage Interest | Profit |
|---|---|---|---|---|
| 1 Oak Street | £12,000 | £3,200 | £4,000 | £4,800 |
| 2 Maple Avenue | £9,600 | £2,450 | £3,200 | £3,950 |
| 3 Elm Road | £14,400 | £4,100 | £5,500 | £4,800 |
| Total | £36,000 | £9,750 | £12,700 | £13,550 |
This template is provided free of charge as a general bookkeeping aid and does not constitute tax, legal, or financial advice. aligned.tax 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.
What the landlord spreadsheet includes
Everything you need to keep cleaner rental property records through the tax year.
| Spreadsheet section | What it helps you track |
|---|---|
| Rental income | Rent received by date, tenant or property and amount |
| Landlord expenses | Repairs, insurance, service charges, professional fees and other costs |
| Mortgage interest | Finance cost records for each property, kept in their own column |
| Mileage and travel | Travel linked to managing your rental property |
| Property summary | Totals by property for landlords with more than one rental |
| Year-end summary | Figures to help prepare your Self Assessment records |
| MTD-ready totals | Quarterly and cumulative totals for future Making Tax Digital requirements |
Two versions are included in the download: a Starter workbook for 1 to 3 properties and a Portfolio workbook for 4 to 10 properties with a portfolio overview sheet.
Who this landlord spreadsheet is for
This spreadsheet is designed for UK landlords who want a simple way to keep rental property records without moving straight to full accounting software. It is suitable for accidental landlords, buy-to-let landlords, joint landlords and small property portfolios.
Download the free spreadsheet- One rental property
- Multiple rental properties
- Buy-to-let landlords
- Accidental landlords
- Landlords using Excel
- Landlords preparing for MTD Income Tax
- Landlords who want clearer records for their accountant
Why this is more useful than a generic rental property spreadsheet
Most free spreadsheets are too simple. This one is built around what UK landlords actually need to record.
Built around UK landlord record keeping
It is built around the way UK landlords actually need to record income and costs - not a generic budget sheet.
Separates the figures HMRC expects
It separates income, expenses, mortgage interest and property-level totals into their own columns.
Versions for small and larger portfolios
It includes versions for both a single property and a portfolio of up to ten.
Quarterly and year-end totals made easy
It is structured to make quarterly and year-end totals easier to review at any point in the year.
Ready for spreadsheet-friendly MTD
It is designed to support spreadsheet-friendly Making Tax Digital workflows later, so you are not starting again.
Built for UK rental property records
HMRC treats all your UK rental properties as a single property business. That means you need combined figures for your tax return, but you also need to see which property each cost belongs to.
This spreadsheet gives you both. Record income and expenses per property, then review portfolio totals and year-end figures that map cleanly to your Self Assessment SA105 pages.
- Records by property and in total
- Mortgage interest separated for Section 24 tax credit
- Expense categories aligned to landlord tax needs
- Year-end summary ready for your accountant
Example year-end figures
- Total rental income
- £36,000
- Total allowable expenses
- £9,750
- Mortgage interest paid
- £12,700
- Taxable rental profit
- £26,250
- 20% tax credit on mortgage interest
- £2,540
Example figures only. Replace with your own numbers.
Ready for Making Tax Digital
From April 2026, landlords with gross qualifying property income over £50,000 must keep digital records and submit quarterly updates under Making Tax Digital for Income Tax.
This spreadsheet keeps your records structured so you can continue using Excel and bridge the totals into MTD-compatible software when the time comes. Read how spreadsheets meet MTD's digital-link rules, then see how aligned.tax files your spreadsheet to HMRC.
Read the MTD guideWhat MTD means for landlords
- 1 Keep digital records of income and expenses
- 2 Submit quarterly updates to HMRC
- 3 Complete and submit your tax return
Download the free landlord spreadsheet
Choose the version that fits your portfolio. Both are free, with no email required.
Starter version
1 to 3 properties
- Up to 3 property sheets
- Income, expenses and mortgage interest
- Quarterly and year-end summary
Portfolio version
4 to 10 properties
- Up to 10 property sheets
- Portfolio overview dashboard
- Consolidated year-end totals
File format: .xlsx (Microsoft Excel / Google Sheets / LibreOffice). No email required.
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 (55p/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.
Frequently asked questions
Quick answers about the landlord spreadsheet template.
Yes. The spreadsheet is free to download and is designed for UK landlords who want to track rental income, expenses and property records in Excel. No signup is required to download it.
Yes. It is designed to help landlords record rent received, expenses, mortgage interest, repairs, mileage and property-by-property totals in one place.
Yes. It includes categories for common landlord expenses such as repairs, insurance, service charges, professional fees, travel and other property costs. The expense category guide further down this page explains what goes where.
Yes. The template is an Excel (.xlsx) file, but it opens in Google Sheets, Apple Numbers and LibreOffice Calc too. Work in whichever you prefer, then export back to Excel format before uploading to aligned.tax: in Google Sheets use File → Download → Microsoft Excel (.xlsx), in Numbers use File → Export To → Excel, and in LibreOffice Calc use Save As → .xlsx.
Yes. The spreadsheet is designed to track rental income and expenses together so you can keep cleaner records through the tax year, with quarterly and year-end totals calculated for you automatically.
Yes. It can be used by buy-to-let landlords, accidental landlords and landlords with small property portfolios. The Portfolio version handles up to 10 properties in one workbook.
Landlords can keep records in spreadsheets, but MTD submissions need to follow HMRC's digital requirements. This spreadsheet keeps records in a structured way so they can work with spreadsheet-friendly MTD bridging software later - upload your spreadsheet to aligned.tax and Smart Map reads the data, maps it to the right HMRC fields, and submits it.
It is an Excel (.xlsx) spreadsheet template, not a PDF. It opens in Microsoft Excel, Google Sheets, LibreOffice Calc and Apple Numbers.