Description
Keep the paper trail behind every rental-property number
When a tenant asks, “When are you fixing this?” or your tax preparer asks, “Do you have the receipt?”, this is the file you open.
Landlord Paper Trail brings rent income, expenses, maintenance requests, rental-property mileage, and evidence references into one organized workbook. It is designed for self-managing landlords with 1–10 long-term rental units who want cleaner records without connecting a bank account or adopting bookkeeping software.
Built around the evidence, not just the total
Every expense row includes references for the receipt, payment proof, and photo or other supporting file. If a spent dollar has no evidence reference, the workbook flags it so you can fix the gap while the transaction is still fresh.
You keep the underlying receipts and statements. The workbook gives each item a short reference and records where its proof belongs.
What the tracker includes
- A property register for up to 10 rental units.
- A rent-income log with property, tenant, period, amount, payment method, and evidence reference.
- A 400-row expense ledger with Schedule E-aligned expense categories, three evidence-reference fields, notes, and a visible evidence-status warning.
- Separate “Improvement / capital item” and “Not sure — flag for preparer” categories so borderline items stay visible instead of being forced into a tax answer.
- A maintenance log that follows each issue from request date through action and completion, with computed status and days to complete.
- A mileage log that calculates miles using the rate you enter for the applicable tax year. The file deliberately ships without a current-year rate and points you to the official IRS mileage-rate page.
- A Year-End Package that totals rent and expense categories by property and overall, keeps flagged items separate, summarizes mileage, checks common data problems, and provides a preparer hand-off checklist.
- An IRS References tab containing quoted passages, source URLs, access dates, and pointers to the official Schedule E and mileage-rate materials.
Your download contains 5 files
- Landlord-Paper-Trail-Tracker.xlsx — the clean workbook for your own records.
- EXAMPLE-Landlord-Paper-Trail-Completed.xlsx — a fully fictional year showing every major feature and warning in use.
- Landlord-Paper-Trail-Start-Here-Guide.pdf — a 10-page setup and usage guide, including Google Sheets import steps and a troubleshooting table.
- Landlord-Paper-Trail-Printable-Forms.pdf — six printable companions: maintenance request, work completion, receipt log, vehicle trip card, year-end hand-off cover, and evidence file-naming card.
- README-License-Disclaimer.txt — support, refund, license, privacy, and disclaimer terms in plain text.
Compatibility and privacy
- Built for Microsoft Excel 2016 or newer and Excel 365 on Windows or Mac.
- Includes instructions for importing the workbook into Google Sheets.
- No macros, add-ins, account, bank connection, telemetry, or subscription.
- Your rental records stay in your own workbook or Google account.
What this is not
- It is not tax, legal, accounting, or financial advice.
- It does not decide whether an item is deductible, classify repairs versus improvements, or calculate depreciation.
- It does not know the mileage rate or tax rules for your filing year; it points you to official sources so you can verify them.
- It cannot guarantee a tax, examination, audit, or dispute outcome.
- It is not designed for short-term-rental hosting or property-management companies.
- It is a digital download. No physical product will be shipped.
The workbook’s category labels mirror Schedule E (Form 1040), 2025 revision—the most recent published revision when the file was built. Verify the official materials for the year you file and ask a qualified professional about your situation.
Delivery, support, and refunds
Your ZIP download is delivered after checkout and is available through your order email and account downloads.
For help opening the files, importing into Google Sheets, understanding a tab, or restoring a fresh copy, contact support through your order. Replies are normally sent within about two business days. Tax and legal questions should go to your qualified professional.
Not right for you? BizStartPro offers a 30-day refund policy for digital products. See the Refund and Download Policy for details.
All properties, tenants, vendors, names, addresses, and amounts in the example are fictional. Excel is a Microsoft product and Google Sheets is a Google product. Microsoft, Google, and the IRS are not affiliated with or endorsing this workbook.
FAQ
Is this tax advice?
No. It is a record-keeping tool. It documents the categories you choose, preserves supporting references, and highlights items you mark as uncertain. Your tax professional makes tax-treatment decisions.
Does it automatically connect to my bank or accounting software?
No. You enter or paste your own records. There is no account, bank connection, telemetry, or subscription.
Can I use it for more than one property?
Yes. One copy supports up to 10 of your own long-term rental units. The included license lets the purchaser use it for their own properties and tax years.
Can I use it in Google Sheets?
The guide includes step-by-step import instructions. Review the imported file before relying on it, especially formatting and calculated fields.
Does it calculate depreciation or decide whether something is a repair?
No. It keeps improvements and uncertain items visible for your preparer, but it does not make those classifications or calculate depreciation.
What happens if I damage a formula?
The guide includes repair steps, and the completed example provides a matching reference cell. You can also download a fresh copy from your original order or account downloads.
What is the refund policy?
BizStartPro offers a 30-day refund policy for digital products. See the Refund and Download Policy for details.
