What Is a Rent Ledger? Template, Benefits, 8 Facts

A rent ledger is an accounting tool used to track your rental income and expenses. By using a rent ledger, you can accurately keep track of how much you’re spending and make sure you’re getting the most out of your real estate investments.

What Is a Rent Ledger?

A rent ledger is a report that details each tenant’s payment history without requiring you to read each lease, sift through payment records, or study your bank accounts.

The document provides a summary of pertinent data, including rent payments received from each unit or property, the amount paid by the renter, the amount of forthcoming rent, and any outstanding balances.

What Is a Rent Ledger?

The rent ledger contains tenant information, including tenant names, addresses, and contact information, in addition to current payment information. Thus, if there is any unpaid rent, the renter may be contacted immediately with a reminder to pay the rent, followed by a notification of late charge.

What Does a Rent Ledger Do?

The ledger contains essential information such as the monthly rent, the date and amount of rent receipt, and so on. The rent ledger is also used by owners to determine if a tenant has an outstanding amount, the late charge levied, and when the next rent payment is due.

A rent ledger may be viewed as a combination of a rental property’s gross income statement and accounts receivable report. In order to more effectively manage cash flow, every organization keeps track of incoming revenue and overdue payments.

Benefits to Having a Rent Ledger

One of the key advantages for investing in real estate is the chance to create income through recurrent cash flow from rent payments (along with potential appreciation in property value of the long-term and tax benefits).

Improved Financial Performance

By comparing the outstanding accounts payable, such as bills from suppliers for repairs and a mortgage payment, an investor may assess how soon the property’s running expenditures can be paid and the amount of profit remaining.

When the time comes to refinance the property or acquire another rental property, lenders will evaluate the financial performance of the present property to assess the risk associated with issuing a new loan, as well as the interest rate and conditions they will give.

What Is a Rent Ledger?

Identify Windows of Opportunity

A rent ledger offers information on the property’s current cash flow as well as the rental money that remains overdue. If a particular property or portfolio of real estate investments is not generating the desired gross revenue, it may be the result of bad property management or a sign that the tenant screening process needs to be improved.

Help to reveal long-term property trends

For instance, if a single-family rental property yields consistently rising rentals year after year, this may indicate that the home is in great demand owing to its location, maintenance, and management.

Assume, in contrast, that one apartment in a modest multifamily complex constantly produces less rent than the rest. While the entire property provides a substantial gross rental revenue, one apartment routinely underperforms. Perhaps the flat requires new flooring or appliances, or a fresh coat of paint.

After studying the property rent ledger, an investor may conclude that simple repairs can raise the building’s overall gross revenue, hence increasing the property’s worth.

Document Tenant Performance

In the event that a tenant must be evicted and the matter ends up in court, a rent ledger also serves as evidence.

The regulations for evicting a tenant for nonpayment of rent differ dependent on the state landlord-tenant laws of the property’s location. However, a landlord must always produce proof that the tenant breached the lease by failing to pay the rent in whole or on time.

A copy of the rent ledger must be submitted to the court in order for a judge to evaluate whether a landlord has the authority to evict a tenant for nonpayment of rent.

Ways to Use a Rent Ledger

Owners and property managers, buyers, lenders, and tenants all have uses for a rent ledger.

Owners & Property Managers

Owners and property managers, as well as purchasers and lenders, utilize a rent ledger report in a similar fashion, but their motivations for doing so vary significantly.

When selling a rental property, the objective is to obtain the highest sales price feasible (or sometimes sell as quickly as possible).

One of the finest methods to sell a home for top cash is to show the buyer that the rental property generates steady and regular rental revenue. By analyzing the rent ledger, owners and property managers may quickly determine whether any tenants have delinquent rent, impose a late fee, and notify the renter of the entire amount of rent owed.

If a lease is set to expire within the next 90 days, the renter can be contacted about renewing it. Or, if the renter does not intend to renew the lease, the property can be pre-marketed on a rental listing website to reduce the amount of rental money lost between tenants.

By conducting rent comparisons and comparing the comparables report to the rent ledger, it is also possible to determine whether or not any tenants are paying below-market rent. If so, there may be an opportunity to increase the rent when a lease is up for renewal or when a new tenant is sought.

What Is a Rent Ledger?

Lastly, the rent ledger report also displays the amount of security deposit retained for each renter. When a renter vacates a property, he or she may have caused further damage than typical wear and tear.

After completing a move-out inspection, a property owner or manager might examine the rent ledger to decide how much of the security deposit could be used to cover damages. A property owner can maintain net operating income (NOI) and property value by utilizing the security deposit to cover maintenance expenditures.

Buyers & Lenders

The amount of rental revenue the property will earn in the future is one of the greatest worries of purchasers and lenders. Because purchasers acquire rental property for the cash flow, no buyer wants to complete on a transaction only to have the rental revenue fall a few months later.

When lenders do underwriting to determine how much funding to issue, the debt service coverage ratio is a crucial financial statistic (DSCR). DSCR is a ratio that compares available net operational income to debt or mortgage payments.

Divide the net operating income (NOI) by the total amount of debt service to determine the debt service coverage ratio.

For instance, if a single-family rental property earns $18,000 in yearly gross rental revenue and $10,000 in annual operational expenditures (excluding the mortgage), the NOI would be $8,000. If the annual total debt service (P&I) is $6,000, then the DSCR would be somewhat greater than 1.3.

Most lenders want a DSCR of at least 1.20, thus the property in this case generates sufficient net operating income to cover the mortgage. Assume, however, that a rental property has a history of erratic cash flow.

It may be the result of insufficient tenant screening or poor property management. In this circumstance, both the buyer and the lender will question if the rental revenue would decrease in the future.

Let’s assume that the NOI decreases to $6,500 annually as a result of higher tenant turnover. With hardly enough operational revenue remaining to service the mortgage, the DSCR would be only 1.08, indicating a poor financial situation.

The buyer would likely have difficulty qualifying for a mortgage due to the property’s poor rental revenue, unless the seller agreed to a reduced sales price. Additionally, buyers and lenders might identify chances to generate additional rental revenue.


Tenants might also benefit from a rent ledger while applying for a new rental unit. By providing a copy of the rent ledger report to the new landlord, a tenant may establish that their rental payment history with the prior landlord was satisfactory.

The rent ledger can help expedite the tenant acceptance process, as previous landlords and property managers are frequently sluggish to react to the new landlord’s reference check calls.

What Is a Rent Ledger?

A tenant may also utilize the rent ledger report to defend themselves in the event of a rent payment dispute or wrongful eviction.

For instance, a tenant may check their bank statement indicating when the rent was paid to the landlord’s rent ledger report and correct any discrepancies promptly. A tenant may be awarded damages in the event of an illegal eviction if the issue is brought before a judge and the landlord is found to be in the wrong.

How to use a rent ledger in the case of an eviction action?

As evidence that the tenant has violated the lease agreement by not paying rent, the rent ledger can be utilized to support your eviction case. Additionally, it will assist you in ensuring the accuracy of your rental revenue statistics.

In order for this report to be accepted as evidence, it must be maintained current. This often entails entering the revenue received on the day the payment was received. With cloud-based software such as Landlord Studio, you can quickly manage your accounts on the move, and if you utilize our online rent collecting option, the process will be completely automated.

When presenting an eviction case, you must demonstrate the following:

  • That you are the owner. For example, property deeds.
  • That there is a written or oral rental agreement that defines the monthly rent, e.g. that both parties have signed a lease agreement for the tenancy.
  • The date on which the lease was violated by the tenant’s failure to pay rent. Example: the rental ledger report

Evidence that you have submitted the required notification. Such is delivering a “pay rent” or “quit notice” with the necessary amount of notice required by local or state law. For example, a dated copy of the notice to pay rent or vacate.

Having the rent ledger on hand will allow you to appropriately complete and deliver the pay rent or vacate notice – entering the incorrect amount of rent owing will immediately render the notification invalid – and in certain jurisdictions can be used as evidence that the tenant has broken the lease agreement.

Information on a Rent Ledger

In addition to providing real-time payment updates, a well-designed rent ledger also provides important information such as:

What Is a Rent Ledger?

  • Owner name
  • Property address
  • Type of property (single-family, multifamily, short-term rental)
  • Lot size
  • Zoning or use
  • Address/Unit number (for multifamily buildings)
  • Tenant name
  • Square feet (of home or unit)
  • Bedrooms/Bathrooms
  • Lease start date
  • Lease end date
  • Monthly rent
  • Additional rent (such as pet, appliance, or roommate rent)
  • Due date of rent
  • Rent paid date
  • Security deposit
  • Notes (carpet due for replacement, offer tenant incentive for rent renewal, etc.)

Why a Rent Ledger is Important

The reason individuals invest in rental property is for the money it creates. A rent ledger is comparable to an accounts receivable report that all businesses use to maintain a comprehensive record of money received and open or outstanding receivables. Before operational costs and the mortgage can be paid, you must collect the monthly rent from the renter.

By analyzing the rent ledger, you get a real-time perspective of the quantity of cash that has been received at a particular time, as well as the amount of revenue that remains to be collected. You may next check your accounts payable based on the information provided by the rent roll to decide how fast you can pay any outstanding invoices to your suppliers or deposit any residual earnings into your own bank account.

While the rent ledger helps you track incoming cash flow, the rent ledger report is also useful if you need to initiate eviction proceedings against a tenant for nonpayment of rent. The regulations for evicting a tenant vary by state, but the landlord must always provide evidence that the rent was not paid.

A rent ledger is one of the most important court papers utilized during an eviction. After successfully evicting a troublesome tenant, you may recover ownership of the rental property, make any necessary repairs, establish how much of the security deposit will be retained to cover damages, and promptly rent out the property to a more eligible renter.

Questions a Rent Ledger Answers

Despite being a very easy record to create, a rent ledger may answer a surprising number of vital issues.

  1. How much gross rental income is the property currently generating?
  2. Will the future rental income remain the same, increase, or decrease?
  3. Are there opportunities to increase the gross rental income?
  4. Is the property manager performing as promised?
  5. Which tenants are paying their rent in full and on time?
  6. Are late fees being assessed and collected as required by the lease?
  7. What leases are due to expire and when?
  8. Is the security deposit sufficient to cover potential damage caused by the tenant?
  9. What is the rent payment history?
  10. How long has each tenant occupied the property?
  11. Is there enough cash flow remaining after the mortgage payment to pay for operating expenses?
  12. Are rent payments being correctly recorded by the landlord or property manager?
  13. Are late fees being fairly assessed?


A rent ledger lists the rent paid by each renter for each property owned by a real estate investor or managed by a property manager. The user may see at a glance if the rent was paid on time, if there is any past due rent, and if a late charge was levied in accordance with the lease terms and conditions.

The rent ledger can also identify hidden possibilities to boost cash flows, return on investment, and property value by generating more rent.


A rent ledger shows key items, such as rent received, past due rent, lease expiration date, and security deposit amount. Investors, property managers, lenders, and tenants can all use a rent ledger.
A rental ledger, also sometimes called a lease ledger or a tenant ledger, is an official record of all the rent and other payments a tenant has made to the property owner, through a property manager if there is one, in relation to a property that the tenant is renting.
At the far right of the rent ledger, the last column shows if there is a balance due after the monthly rent has been received. A positive amount in the balance-due column means that the tenant has underpaid the rent. If the balance due is a negative amount, the tenant has overpaid the rent for the month.
How to download a Tenant Ledger
  1. Go to Transactions ($)
  2. Click on the round icon up the top with the 3 lines in it.
  3. Click Tenant Ledger.
  4. Select the Property and Tenancy.
  5. The report is sent to your email.
5/5 - (3 votes)
Pat Moriarty
Follow me

Leave a Comment