A guide to the working sample
Start with one entry.
This guide uses fictional example data. Make a test copy first, so you can explore without changing your own records.
1. Open the workbook
Download the XLSX sample and open it in a desktop spreadsheet app. The basic workflow was tested in WPS Office for Windows. Other apps are not yet verified.
Look along the bottom of the workbook for the four sheet tabs: Start Here, Properties, Transactions, Summary. Click a tab to change the page. Start Here has the year selector, initially set to 2026.
2. Check the existing example
Click Summary. The annual total row shows income of $5,800, expenses of $1,300 and a difference of $4,500. The workbook displays USD; it does not perform currency conversion.
3. Add a test transaction
Click Transactions. The first ten entries are fictional examples. On the next empty row, row 12, fill in these cells:
| Cell | Entry | Meaning |
|---|---|---|
| A12 | 2026-01-20 | Date |
| B12 | P4 | Fourth property slot |
| C12 | Income | Incoming rent or other ordinary rental income |
| D12 | Rent | Optional category |
| E12 | Test | Optional description |
| F12 | 500 | Amount |
The green cell G12 should display OK. If it says CHECK INPUT, check the date, property ID, transaction type and amount. A date must be recognized as a date, rather than plain text.
4. Review and save
Return to Summary. January income should be $3,800. Annual totals should be $6,300 income, $1,300 expenses and $5,000 net. P4’s annual net should be $500.
Save the test copy on your computer, close it and reopen it. Confirm that the entry and totals are still present. Use local saving if your app offers a cloud-storage promotion.
5. Prepare a copy for your own data
Keep an untouched example copy for reference. In a separate copy, replace the fictional names and addresses on Properties, and clear the example transaction inputs in columns A–F. Do not clear the green Entry check column or Summary formulas. The IDs P1–P5 stay fixed.
There are 499 supported transaction rows (2–500). Do not add entries below row 500: they are outside this sample’s totals. Keep deposits, borrowing, tax adjustments and other transactions outside the stated scope separate from these ordinary income and operating expense entries.
If something looks wrong
Check the selected year on Start Here and the correction count on Summary. Resolve CHECK INPUT rows before using totals. Input validation can be bypassed by paste; the separate row check is still important. Compatibility, formatting and behavior may vary between spreadsheet apps.
Related guide
Once you are comfortable with the entry workflow, use the rental expense categories guide to keep recurring and irregular operating costs consistent.