Landlord Spreadsheet vs Property Management Software
Compare a landlord spreadsheet with RentPilot for documents, reminders and repairs. Includes a free tracker and examples for 1, 5 and 20 properties.
Should you use a spreadsheet or landlord software?
For landlords with 1–30 properties in England, the useful question is how you will keep dates, documents and follow-up work together. A spreadsheet can work well when someone reliably maintains it. Software becomes useful when updating several files and calendars takes more effort than managing the work itself.
This is an operational comparison, not legal advice. Neither a spreadsheet nor software decides whether a property meets its legal requirements.
Compare the everyday tasks
| Task | Spreadsheet and folders | RentPilot |
|---|---|---|
| List properties and next actions | Flexible columns and filters; you maintain the entries | Separate property records with jobs and notes |
| Keep certificates | Link each row to a file in your own organised folders | Upload PDF, JPG/JPEG and Word attachments to the property |
| Follow up recurring work | Update the next date and maintain calendar reminders separately | Set due dates and recurring jobs for supported frequencies |
| Record a repair | Add status, contractor and evidence links to a row | Keep jobs, dated notes and property attachments together |
| Review your records | Check that links still work and someone has updated the sheet | Review property records and job completion history |
| Calculate or customise reports | Useful for your own formulas, budgets and analysis | Keep a spreadsheet for analysis you need outside RentPilot |
RentPilot does not automatically import the workbook below, check certificate validity or prove that a tenant received a document. Review the current features before choosing a workflow.
What changes with 1, 5 or 20 properties?
One property: keep the process manageable
A sheet and clearly named folders may be enough if you review them regularly. Put each task on its own row, link the evidence and set a separate reminder. Software can still help if you find yourself searching emails for certificates or forgetting follow-up work.
Five properties: check who owns each next action
The same task can have a different due date at every property. Filter the sheet by property and next review date, and agree who will update it. Consider software when one repair generates several emails, documents and follow-up dates that are difficult to connect.
Twenty properties: use one repeatable review
Review outstanding work across the portfolio, then inspect the evidence for each property. Standardise names and ownership before switching tools. Property count is an example of workload, not a rule that you must buy software at a particular size. The portfolio organisation page explains RentPilot's approach.
Try the free landlord task tracker
Download the editable landlord task tracker. It opens in Excel and can be imported into Google Sheets. No signup is needed.
The workbook contains fictional examples and blank rows for your own tasks. Record the property, task, due date, evidence location, person responsible, status and next action. Filter the table during your weekly review. Replace example dates with the dates that apply to your records.
The download has no automatic reminders, legal checks or connection to RentPilot. Keep it private and avoid storing identity documents or access credentials in the sheet. Use the England compliance checklist to identify which duties need checking for your property.
Move your records without losing the history
- Choose one property first and review its tasks against the landlord compliance hub.
- Gather the current certificates, repair evidence and outstanding actions. Keep earlier records you still need.
- Give files clear names and confirm that the evidence belongs to the correct property.
- Create the property record, upload its attachments and add the relevant jobs and dates.
- Compare the new record with the sheet before relying on it. Check each reminder and recurring frequency you set.
- Keep your existing sheet available during the handover. If you continue using it for analysis, decide which tool owns task updates.
For a detailed filing example, see rental property document storage. For repair-specific records, use the maintenance log template.
Common questions
Is a spreadsheet unsuitable for landlords?
No. Its usefulness depends on the records, reviews and reminders you maintain. A well-maintained sheet can be more useful than software nobody updates.
Can I keep both?
Yes. For example, use RentPilot for property documents and operational tasks, and a spreadsheet for your own analysis. Make it clear where the current task status is maintained so two lists do not drift apart.
Will switching software make me compliant?
No. You still need to understand the requirements that apply, arrange the work, check the evidence and obtain professional advice when needed.
Last reviewed: 2026-10-17
Simple pricing and value
RentPilot starts from 99p and is designed to be affordable for single-property and portfolio landlords who need practical compliance workflows.