Rental Property CapEx Spreadsheet – Capital Reserve & Replacement Planner: Asset Life, Monthly Reserve, 10-Year Calendar, Excel, No Canva

Capital Reserve & Replacement Planner is a rental property CapEx spreadsheet for Excel and Google Sheets. List the big things that will wear out (HVAC, roof, appliances, furniture, mattresses, hot tub, paint), type when each was installed and how long it should last, and the workbook works out the remaining life, the replacement year and the monthly reserve to set aside.

Why it is different: budget forecasts look 12 months ahead and maintenance logs record repairs. This planner looks 10 years ahead: it shows when each replacement lands, whether your reserve covers it, and a funded-vs-required chart, with short-life assets repeating inside the 10 years.

No Canva needed. This is a plain spreadsheet with no macros and no add-ons. Yellow cells are for typing and gray cells hold the formulas. It works in Excel, Google Sheets and Numbers.

Template only, not legal, tax or financial advice; have a local professional review your numbers. Lives and costs are your own estimates.

What is inside (5 sheets)

• Asset List - 21 sample assets (HVAC, roof, water heater, appliances, sofa, three mattresses, hot tub, deck stain, paint, carpet, TV, smart locks and more) with room for 25: installed month, years ago, expected life, replacement cost, remaining life, replace-in year, status and annual and monthly reserve.
• Reserve Needed - tiles for total replacement value, monthly reserve needed, current balance and funded %, a priority table of the next five replacements and a reserve-by-category table with a chart.
• 10-Year Calendar - Year 1 to Year 10 with the replacement cost per year (SUMPRODUCT), cumulative need, cumulative funded, the gap and an asset-by-year grid.
• Funded vs Required - a line chart of cumulative required vs funded and a column chart of replacement cost by year.
• Read Me - how to use the workbook and what the colors mean.

Sample numbers are included, so every number and chart shows a real result from the first click. Replace them with your own in about 25 minutes.

Files you receive

• Capital-Reserve-Replacement-Planner.xlsx - editable workbook
• Capital-Reserve-Replacement-Planner.pdf - printable overview of every sheet
• START-HERE-How-to-Edit.pdf - editing guide for Excel, Google Sheets and Numbers

How it works

1. Download the ZIP after checkout.
2. Open the .xlsx in Excel, or upload it to Google Drive and open it with Google Sheets.
3. Replace the sample assets with your own and type your reserve balance.
4. Read the monthly reserve, the next five replacements and the 10-year calendar.

FAQ

Do I need Canva? No, this is an Excel file.

Does it use calendar years? No. Years are relative (Year 1 to Year 10), so you can reuse the file whenever you like.

How is the monthly reserve worked out? Replacement cost divided by remaining life in years, then divided by 12, with a minimum of one year.

Does it work in Google Sheets? Yes. Upload the file and open it with Google Sheets. The formulas avoid add-in functions.

License: personal and single-business use. Please do not resell or redistribute the files. Template only, not legal, tax or financial advice; have a local professional review your numbers. Airbnb, VRBO and Booking.com are trademarks of their respective owners; this product is not affiliated with or endorsed by them.