How the Rental Property Tracker Works
See how to keep property details, tenants, lease dates, rental income, expenses, and occupancy information in one place.
Managing a few rental properties can quickly lead to scattered tenant details, lease dates, rent amounts, and expense records. Rental Property Tracker gives independent landlords one place to keep that essential portfolio information organized and easy to check.
You can add properties and units, connect tenants to their leases, and review income and occupancy across your portfolio. It is focused on tracking rather than full-service property management, so it does not include maintenance tickets or accounting.
Keep the essentials in one place
A rental portfolio has several moving parts. Each property has an address, one or more units, a rental amount, an occupancy status, and important dates. Each tenant has contact information and lease terms. Income and expenses also need regular attention.
Rental Property Tracker brings these records together. Instead of checking separate notes or files to find out who occupies a unit or when a lease ends, you can look at the relevant property and tenant records.
The tracker helps you manage:
- Property addresses, types, and unit details
- Monthly rent amounts
- Occupied and vacant units
- Tenant names and contact details
- Lease start and end dates
- Total monthly rental income
- Property-level financial summaries
- Expenses across your portfolio
The result is a practical overview of your rentals without the complexity of a full property management system.
Step 1: Add your properties
Start by entering each property you own. Add its address, property type, number of units, and monthly rent. If a property contains multiple units, you can track each unit independently, including its tenant and lease.
Every property gets its own card. The card keeps the main information together, including the address, rent amount, tenant details, and lease dates. This gives you a quick way to check a property without opening several separate records.
You can also see the occupancy status for each unit. That makes it easier to identify which rentals are occupied and which are vacant. Key dates remain attached to the relevant property or unit, reducing the chance that they become separated from the rest of the record.
For a small portfolio, these cards provide a clear structure: one record for every property, with the relevant units and rental information inside it.
Step 2: Add tenants and leases
Once your properties are listed, add your tenants. Each tenant record can include contact details, lease start and end dates, and the property or unit they occupy.
Linking tenants directly to properties answers two common questions without searching through paperwork: who lives where, and when does the lease end? If a property has several units, each unit can have its own tenant and lease record.
Lease dates are especially useful when you manage renewals across more than one property. The tracker monitors start and end dates for every tenant, while the dashboard highlights upcoming expirations. You can check what is approaching before an end date catches you by surprise.
The centralized tenant database also gives you a consistent place to keep contact information. When you need to reach someone, you can find their details alongside the property and lease connected to them.
Step 3: Monitor your portfolio
After adding properties, units, tenants, and leases, use the dashboard to review the portfolio as a whole. It shows your total rental income, occupancy rate, upcoming lease expirations, and property-level financial summaries.
Total monthly rental income is calculated from the rent amounts you have set for occupied properties. This gives you a current portfolio total while preserving the per-property breakdowns needed to understand where that income comes from.
Occupancy monitoring shows which properties are occupied and which are vacant. Rather than counting units manually, you can review the occupancy rate across the portfolio and then look at individual property cards for more detail.
You can also monitor expenses alongside your rental income. The tracker is not an accounting system, but it keeps the financial side of your rentals visible with the rest of your portfolio information.
Together, these dashboard summaries help you answer practical questions:
- How much monthly rent is associated with occupied properties?
- Which units are currently vacant?
- Which leases are approaching their end dates?
- What does the financial summary look like for each property?
- Which tenant is connected to a particular unit?
Use property cards for quick checks
Property cards are useful when you need an answer about one rental rather than the whole portfolio. Each card presents the address, rent, tenant information, and lease dates together.
For example, you can open a property record to confirm its monthly rent, check whether it is occupied, and see when the current lease ends. If the property has multiple units, you can manage the tenants and leases for those units independently.
This structure works well for landlords who need a reliable operational record but do not need maintenance requests, tenant portals, or full accounting tools.
Check your rentals from different devices
Rental Property Tracker is available on desktop, tablet, and phone. You can check tenant details, lease dates, occupancy, or rental income when you are away from your usual workspace.
Because the same portfolio information is available across devices, you do not need to maintain a separate mobile list or wait until you return to your computer to check a record.
Frequently asked questions
Can I track several units within one property?
Yes. You can add multiple units to a property and manage the tenant and lease for each unit independently. This lets you keep the building under one property record while preserving unit-level occupancy and lease details.
How is total rental income calculated?
The dashboard summarizes monthly rental income using the rent amounts assigned to occupied properties. You can review the overall total as well as property-level breakdowns. It does not replace full rental accounting.
What happens when I reach 30 properties on the free plan?
You can continue to view and manage the properties you have already added. To add new properties beyond the 30-property limit, you need Pro.
If you want a focused place to manage properties, tenants, lease dates, occupancy, income, and expenses, visit the Rental Property Tracker.