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Google Sheets systems for property managers
Small landlords and property managers often track rent, repairs and leases in spreadsheets that only the person who built them understands. I turn those into a system: tenants submit maintenance requests through a form, lease dates trigger reminders, and owner statements come out of the ledger each month.
Tell me about your setupWhat I build for property managers
The pieces that come up most. Your system gets the ones you need and none you don't.
Rent ledger
Charges and payments per unit each month, with balances, late fees if you charge them and a list of who's behind.
Maintenance requests
A form tenants can use from their phone, with photos, that creates a ticket, notifies the right person and tracks it to done.
Vendor tracking
Work orders assigned to vendors, with costs logged against the property and unit.
Lease reminders
Emails at 90, 60 and 30 days before a lease ends, or whatever schedule you use, to you and optionally the tenant.
Owner statements
A monthly PDF for each owner with rent collected, expenses and the net, filed in Drive and emailed.
Portfolio view
Occupancy, rent collected against expected and open maintenance across every property.
What the sheet looks like
Plain columns your team can read, with the scripts doing the work around them.
| Unit | Tenant | Rent | Paid | Lease ends | |
|---|---|---|---|---|---|
| 2 | 12 Elm #1 | Garcia | $1,450 | Nov 1 | Jun 30 |
| 3 | 12 Elm #2 | Brooks | $1,450 | Due | Mar 31 |
| 4 | 88 Main | Kowalski | $2,100 | Nov 2 | Aug 31 |
| 5 | 5 Oak | Vacant | $1,800 |
Common questions
Can tenants pay rent through it?
Rent can be paid through Stripe or Square links tied to each unit's balance. Many managers keep their current payment method and just record payments in the ledger.
Is this accounting software?
No. It tracks rent, expenses and owner statements for operations. Your bookkeeper or accounting system should still handle taxes and the books.
How many units can it handle?
A sheet works comfortably for dozens to a few hundred units. Beyond that, property management software is usually the better fit.
Can owners see their own properties?
Yes, through their monthly statements or a view-only page that shows only their properties.
Tell me what your sheet needs to do
A few sentences is enough to start. I'll reply with questions, then a plan and a fixed quote.