Free Short Term Rental Permit Tracker – Permit & License Renewal Spreadsheet with Days-Left Formula, Excel & Sheets, No Canva

Never miss a renewal again with this free short term rental permit tracker. List every permit and license for your vacation rental with its number, issue date and renewal date, and the sheet counts the days left and flags what is expired or due soon.

Short-term rentals often need several approvals at once: a rental permit, a business license, a lodging tax registration, a fire safety inspection and more. Each one renews on its own schedule, and a lapsed permit can mean fines or a pause in bookings. One list in one place keeps the dates visible. A warning setting lets you choose how many days ahead you want to be told, and a counter at the top shows how many items need attention. The sheet is pre-filled with sample permits so you can see how it works before you replace them with your own. It is a planning tool only and not legal advice.

What you get

• 1 tab with 12 rows for permits and licenses: name, issuing office, number, issue date, renewal date and notes
• A days-left formula that counts from today's date to each renewal date
• A status that reads Expired, Due soon or OK, with red, amber and green coloring
• A warning setting you control and a counter of items that need attention
• Light yellow input cells, gray formula cells and landscape print setup for Letter and A4, one page

Files in the download

• Free-Permit-Renewal-Tracker.xlsx (editable, US Letter print setup)
• Free-Permit-Renewal-Tracker.pdf (print-ready, Letter)
• Free-Permit-Renewal-Tracker-A4.pdf (print-ready, A4)
• START-HERE-How-to-Edit.pdf

How to edit it (no Canva needed)

1. Download the ZIP and unzip it.
2. Open the editable file in Excel, Google Sheets (free) or Numbers. No Canva account and no subscription are needed.
3. Type into the light yellow input cells. The gray formula cells update by themselves.
4. Replace the sample permits with your own, set the number of warning days, then keep the file open or print it for your records.

The START-HERE guide in the ZIP walks you through each app step by step and explains how to print at the right size.

Planning tool only, not legal advice. Confirm every date with the office that issued the permit.

Want the full version?

This free template is a sample of the Permit and Insurance Tracker Spreadsheet. The full tracker adds insurance renewals, expiry alerts that flag what is due soon, a fee log and inspection dates, so licenses and policies never lapse. Planning tool only, not legal advice. Running several listings or want everything at once? The Host Mega Bundle includes every paid Welcome Desk Co. template in one download.

FAQ

Is it really free? Yes. Add it to your cart, complete the free checkout and download the ZIP.

Do I need Canva? No. The file opens in Excel, Google Sheets (free) or Numbers.

Can I change the wording, colors and fonts? Yes. Every word is real, editable text, and you can change colors and fonts like in any other document.

Does it tell me which permits I need? No. Rules differ by city, county and state. Ask your local office which permits and licenses apply to your rental, then list them here. It is a planning tool only and not legal advice.

How does the days-left count work? Today's date is filled in automatically. Days left is the renewal date minus today's date. You can type a different date in that cell to test a future date.

Are the sample permits real? No. The names, offices, numbers and dates are placeholders to show how the sheet works. Replace them with your own.

Is there an A4 version? Yes. The ZIP has a Letter workbook plus Letter and A4 PDFs. The workbook is set to fit one landscape page; choose A4 in your print settings for A4 paper.

License

Free for personal use on your own rental property. You may edit, print and share the finished pages with your guests. Please do not resell or redistribute the template files. Airbnb, VRBO and Booking.com are trademarks of their respective owners; Welcome Desk Co. is not affiliated with Airbnb, VRBO or Booking.com and this template is not endorsed by them.