A rent roll template you can compute on

A rent roll template is a table with one row per unit and a fixed set of columns recording who occupies the unit, how large it is, what it pays and when the lease runs. This one uses the same ten columns RentRoll Engine writes, so a roll typed by hand and a roll converted from a PDF can be stacked, compared and summed with the same formulas.

It is a data layout, not a form. There is no totals row, because totals are formulas, and no pre-set formatting beyond the column order.

1. Download the template

   Take the version with three example rows if you want to see the formats, or the blank one with headings only. Both are UTF-8 CSV files that open in Excel, Google Sheets and Numbers.

2. Replace the examples with your units

   One row per unit, vacant units included. A vacant unit keeps its square feet and has no tenant, rent or dates, with vacant in the status column.

3. Keep the formats

   Dates as YYYY-MM-DD, money and area as plain numbers with no currency symbol or thousands separator, and status as exactly occupied or vacant.

4. Add your checks

   Sum the rent and area columns in cells of your own, and subtract the total printed on the source. The formulas below do it. A variance of zero is the point of the exercise.

5. Or skip the typing

   If the rent roll already exists as a PDF, upload it. The converter writes this same layout and does the check for you.

These are the example rows in the first download. The second download has the same headings and no rows.

Conventions

• UTF-8, comma separated, CRLF line endings, fields quoted only when they need to be (RFC 4180). No byte-order mark.
• Money has two decimals and no symbol. Negative amounts in parentheses, (1,234.56), or with a trailing minus are written as -1234.56.
• European number formats such as 1.234,56 are recognised when the rest of the page shows the same convention.
• Dates are ISO. When 04/05/2025 could be April 5 or May 4 and nothing else on the page settles it, the row is flagged date_ambiguous instead of guessed silently.
• A text cell that starts with =, +, - or @ is written with a leading apostrophe, so a spreadsheet cannot run it as a formula.

With the template columns in A to J and the units starting in row 2, these formulas give the figures a rent roll is usually asked for. The last one is the tie-out: put the total printed on the source document in a cell and subtract it.

In-place monthly rent       =SUMIFS(E:E, C:C, "occupied")
Annualized rent             =SUMIFS(E:E, C:C, "occupied") * 12
Occupied units              =COUNTIF(C:C, "occupied")
Occupancy by unit count     =COUNTIF(C:C, "occupied") / COUNTA(A2:A1000)
Occupancy by area           =SUMIFS(D:D, C:C, "occupied") / SUM(D:D)
Rent variance to source     =SUM(E2:E1000) - L1      (L1 holds the printed total)
Area variance to source     =SUM(D2:D1000) - L2      (L2 holds the printed total)

If the source prints its rent total for occupied units only, compare it with the first formula instead of the sum of the whole column.