Mid Term Rental Spreadsheet – Rent Roll, Rent Schedule, Utility Caps, Deposits & Renewals for 30+ Night Stays, Excel & Sheets, No Canva

Mid-Term Rent Roll is an Excel and Google Sheets workbook for hosts who rent homes for 30 nights or more. List every tenancy in one rent roll, let the workbook build the monthly due dates, apply each payment to the oldest month, flag who is late, and keep utility caps, deposits, renewal deadlines and vacancy days in the same file. It replaces the pile of separate notes and calendars that monthly stays usually create.

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.

What is inside (8 sheets)

• Rent Roll - one row per tenancy: unit, tenant, stay start and end, nights, monthly rent, deposit, rent due day, status (dropdown) and renewal option (dropdown), with summary tiles.
• Dashboard - rent due vs collected, the past-due balance, collection rate, vacancy days, renewals in the next 60 days, deposits held, utilities to collect, a by-unit table and two charts.
• Rent Schedule - one row per monthly due date, built with EDATE: amount due, paid, balance due, days late counted from today and a status (Paid, Part paid, Late, Upcoming).
• Payments - the payment log: date, tenancy ID (dropdown), type (Rent or Utilities), amount, method and reference.
• Utility Caps - the cap per month for each tenancy, your actual monthly bills for electricity, gas, water and internet, the amount over the cap and the amount to bill the tenant.
• Deposits - deposit held, date received, deductions with a reason, net to return, return due date and status.
• Renewals & Vacancy - notice deadline (stay end minus your notice period), renewal status, vacancy days between consecutive stays in each unit and occupancy by unit.
• Read Me - a boxed template-only note, how to use each sheet and every formula in plain words.

Sample data is included (8 tenancies across 5 units with their payments, utility caps, deposits and renewals), so every number, status and chart shows a real result from the first click. Replace it with your own in about 20 minutes.

Files you receive

• Mid-Term-Rent-Roll.xlsx - editable workbook
• Mid-Term-Rent-Roll.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. Add each tenancy on the Rent Roll and each payment on Payments.
4. Check the Dashboard and the Rent Schedule every month.

FAQ

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

Does it collect rent or send reminders? No. It is a record-keeping tool: it does not connect to a bank or a payment service, and it does not store card details.

Does it know my local rules for deposits and notice? No. Rent, deposit and notice rules differ by state and country, so you type your own notice period and return days after checking the rules for your area with a local professional.

How long can a tenancy be? Each tenancy shows up to six monthly rows. For a longer stay, enter a renewal term as a second tenancy.

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. This is a template only, not legal, tax or financial advice. Have a local professional review it before use. Rent, deposit and notice rules differ by state and country. Airbnb, VRBO and Booking.com are trademarks of their respective owners; this product is not affiliated with or endorsed by them.