Property management spreadsheet: run your business from one Excel file

The Property Management Business Management System is an all-in-one property management spreadsheet for letting agents and property managers. Log every job or sale, chase unpaid invoices, run your stock take, plan the rota, keep on top of daily checks, certificates and risk assessments, and see your profit on a live dashboard. It costs £15 once, with no subscription and no app, so you keep your own data in a file you already know how to use.

Why letting agents and property managers choose a spreadsheet over an app

• One-off £15, not a monthly fee
• Works offline in Excel you already own, or in Excel online with your team
• Your data stays in your file, not on someone else's platform
• Fully editable: add your own checks, stock items, hazards and categories

Built for letting agents and property managers

• Daily, weekly and monthly checks: maintenance requests logged and assigned, client money reconciled, keys logged out and back in, deposits protected and certificates issued, tenant referencing and right to rent checks done and more, each showing Up to date, Due soon or Overdue.
• Compliance register with renewal reminders: property redress scheme membership, client money protection scheme, professional indemnity insurance, anti-money laundering supervision, letting agent registration, plus data protection registration, public liability insurance, employers’ liability insurance and more.
• Risk assessment template: 7 pre-filled hazards with likelihood × severity scoring, Low/Medium/High ratings, controls and 12-month review dates.
• Stock take spreadsheet: pre-loaded with key tags and key safes, spare smoke and CO alarms, batteries for alarms and remotes, to let boards and more, showing usage, stock value and reorder alerts.
• Staff rota template: weekly shifts, hours and wage cost.
• Operations tracker: service, units, revenue, costs and gross profit on every line, with "next inspection / renewal" reminders.
• Key figures for your trade: units managed and fees, average fee per unit, direct cost % of sales, gross margin.

Money and admin, done for you

• Sales and VAT: net, tax and gross on every sale, at your own tax rate
• Invoice tracker: Paid, Open and Overdue status, with days overdue
• Debtors report: aged debt (1–30, 31–60, 61–90, 90+ days) and a "chase these first" list
• 12-week cash flow forecast with shortfall warnings
• Quarterly VAT summary: tax charged, tax reclaimable, net to pay
• Profit and loss: yearly and month by month, plus budget vs actual
• Pricing calculator for your target margin
• Expenses, staff hours, customers, suppliers, assets and maintenance logs

Dashboard

A one-page dashboard with income, costs, net profit, margin, unpaid and overdue invoices, industry key figures, reminders, cash position, a compliance score (checks up to date, certificates in date, high risks, items to reorder) and month-by-month charts.

Works for you, wherever you are

• 5 languages: English, Spanish, French, German and Portuguese
• 25 countries and currencies, for example £, €, $, ¥, kr and R$, with the symbol in the right place
• Excel 2016+, Microsoft 365, Excel for Mac and Excel online. No macros.
• Formulas protected against accidental changes, and you can unprotect with no password

What you get

• Property Management Business Management System (.xlsx), 24 working sheets
• Example data to show how it works, easy to delete
• Start Here guide inside the workbook

Read the full guide: Starting a letting agency

FAQ

Is this a one-off payment? Yes. It costs £15 once. There is no subscription, no app to install and no monthly fee. You keep the Excel file and all of your data.

Does it work in Excel for Mac, Excel online and Microsoft 365? Yes. It works in Excel 2016 or later on Windows and Mac, and in Excel for the web. Save it to OneDrive or SharePoint and your team can edit it at the same time.

Can I use it outside the UK? Yes. Choose from 25 countries and the currency symbol updates everywhere. Labels, lists and results switch between English, Spanish, French, German and Portuguese.

Does it calculate VAT? Yes. Set your VAT, GST or sales tax rate and it works out tax on every sale, plus a quarterly summary of tax charged, tax reclaimable and net tax to pay. Always check figures with your accountant before filing.

What checks and records are included? 12 ready-made checks such as maintenance requests logged and assigned and client money reconciled, a compliance register with renewal reminders, 7 pre-filled risk assessments, a weekly rota and a stock take. You can edit or add your own.

Is there example data? Yes. Example rows show how everything works and fill the dashboard. They are marked 'Example' so you can delete them before you start.