Most spreadsheet errors are ordinary: a date typed as text, an amount with a currency symbol, a property ID copied one row too far, or the same receipt entered twice. The fix is usually small, but the error can distort a monthly total if it goes unnoticed. Most rental spreadsheet entry errors are easier to fix when the data type is checked first.
Check the data type before the formula
| Symptom | Likely cause | Check |
|---|---|---|
| Date sorts alphabetically | Date stored as text | Use a real date value; test with a date filter |
| Amount does not add | Number stored as text | Remove symbols/spaces; use a numeric cell |
| Same property appears twice | ID typo or copy-down | Filter IDs and compare with the mapping table |
| Total is double | Duplicate receipt | Match date, amount and reference |
| An expense increases the net balance unexpectedly | Possible sign or category error | Confirm the positive-expense or signed-transaction method; net = income − expenses |
The sample records ordinary expenses as positive amounts in the expense column. A positive expense normally reduces net income; that is expected. A sign problem is more likely when an expense increases the net total, or when the workbook subtracts the same expense twice. Check the method before changing cells: net income is income minus expenses, while the expense total should remain positive.
Test with a small control total
Enter three known rows, calculate the expected total by hand, and compare it with the sheet. If the sheet disagrees, inspect the cell types before changing formulas. A formula can be correct while the input is stored as text.
Look for near-duplicates
Two rows can describe the same payment with different dates or spacing. Sort by amount and reference, then scan for pairs. Do not delete the second row until you have checked the bank statement; a genuine second payment can look like a duplicate.
Protect the original
Keep an untouched copy of the sample and a dated working copy. If a correction is needed, add a note or a reversal row rather than silently overwriting the original entry. That makes the change reviewable.
Know the sample’s limits
The free sample has an entry check, but it cannot know whether a transaction belongs to your property, whether a cost is deductible, or whether a date follows local rules. It is a record-keeping aid, not an audit.
Start with the worksheet how-to and keep property IDs consistent across rows.
Related: the monthly reconciliation checklist puts these checks into a repeatable routine.
Before you close the month
Run the same three checks every time: data types, duplicate references and property IDs. Save a dated copy before correcting anything. A repeatable check is more reliable than remembering which formula looked wrong last month.