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Free portfolio worksheet

Free rent roll template and analyzer

Build a small unit-by-unit rent roll without entering tenant names. Separate occupied contract rent from vacant-unit market rent, then review in-place monthly rent, annualized rent, physical occupancy, and vacancy exposure.
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Aptoria
Free portfolio worksheet
The short answer
How it works
4
Make the result useful
Questions landlords ask
5
Keep exploring
3
Keep exploring
Rent roll reconciliation tool
Vacancy rate calculator
Effective gross income calculator
Free rent roll template and analyzer
Rent & lease
Last updated: July 2026
1. Add one row for each unit and use a neutral unit label rather than a tenant name.
How it works
2. For occupied units, enter the current contract rent. For vacant units, enter asking or estimated market rent only if you want to measure vacancy exposure.
How it works
3. The worksheet totals occupied contract rent, multiplies it by 12 for a simple annualized figure, and calculates physical occupancy from unit counts.
How it works
4. Date the final snapshot and reconcile every occupied amount to the lease and tenant ledger before relying on it.
How it works
5. What should a complete rent roll include?
Questions landlords ask
6. Is annualized rent the same as collected income?
Questions landlords ask
7. Why is vacant-unit rent shown separately?
Questions landlords ask
Free rent roll template and analyzer
Category
Rent & lease
Last updated
July 2026
The assumptions that move this result
Occupancy status
Whether the unit has a current lease for the snapshot date.
Contract rent
Scheduled monthly rent in the signed lease for an occupied unit.
Vacant-unit market rent
An asking or supported market estimate, kept outside in-place income.
Report date
The date on which the occupancy and lease information is stated to be current.
The short answer
1. Add one row for each unit and use a neutral unit label rather than a tenant name.
A rent roll is a dated, unit-by-unit record of occupancy and scheduled rent. This analyzer totals contract rent for occupied units, annualizes that in-place rent, calculates occupied units divided by total units, and keeps vacant-unit market rent separate. Reconcile the result to signed leases and the tenant ledger before sharing it.
The short answer
Last updated: July 2026

How do I analyze a rent roll?

A rent roll is a dated, unit-by-unit record of occupancy and scheduled rent. This analyzer totals contract rent for occupied units, annualizes that in-place rent, calculates occupied units divided by total units, and keeps vacant-unit market rent separate. Reconcile the result to signed leases and the tenant ledger before sharing it.
After the estimate:
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Rent roll analyzer
Roll unit-level rent into a property snapshot.
Enter contract rent for occupied units and asking or estimated market rent for vacant units. This browser-only worksheet does not ask for tenant names or save the data.
Units in this worksheet
Keep occupied contract rent separate from vacant-unit market rent.
Unit
Contract monthly rent
$
Status
Unit
Contract monthly rent
$
Status
Unit
Vacant unit market rent
$
Status
Unit
Contract monthly rent
$
Status
Input-driven result
Your inputs
Formula
Result below
In-place monthly rent
$5,675
Annualized in-place rent
$68,100
Physical occupancy
75.0%
Vacant-unit market rent
$1,600
Your calculation
3 occupied ÷ 4 total units = 75.0% physical occupancy. Occupied contract rent totals $5,675 per month.
Estimate based on your inputs. Not a promise of results.
This is a planning snapshot, not a lender-certified rent roll, appraisal, ledger, or proof of collections. Reconcile occupied rents to signed leases and payment records.
Read the rent roll definition
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How it works

How this tool works.

A useful rent roll shows what is true now. Occupied units carry contract rent from signed leases; vacant units carry no in-place rent, even when an asking or market rent is available for planning. Mixing those figures can overstate the income a property currently supports.
This worksheet keeps the distinction visible and avoids tenant names or other personal information. It is designed for a quick portfolio check, not as a substitute for the full report a lender, buyer, appraiser, or accountant may request.
1
Add one row for each unit and use a neutral unit label rather than a tenant name.
2
For occupied units, enter the current contract rent. For vacant units, enter asking or estimated market rent only if you want to measure vacancy exposure.
3
The worksheet totals occupied contract rent, multiplies it by 12 for a simple annualized figure, and calculates physical occupancy from unit counts.
4
Date the final snapshot and reconcile every occupied amount to the lease and tenant ledger before relying on it.
Make the result useful

Read a rent roll without overstating property income

Start with the report date and source documents. A rent roll changes whenever a lease starts, ends, renews, or is amended, so an undated export can become misleading quickly.
Then separate three ideas: contract rent scheduled by signed leases, cash actually collected in the ledger, and market rent estimated for a new lease. Each answers a different question, and none should silently stand in for another.

The assumptions that move this result

Occupancy status
Whether the unit has a current lease for the snapshot date.
Contract rent
Scheduled monthly rent in the signed lease for an occupied unit.
Vacant-unit market rent
An asking or supported market estimate, kept outside in-place income.
Report date
The date on which the occupancy and lease information is stated to be current.

Calculation lens

Physical occupancy = occupied units ÷ total units. Annualized in-place rent = occupied contract rent × 12.
The result is a current lease snapshot. It is neither effective gross income nor proof of cash collection.

Read the number in context

Worked scenario
Three occupied units at $1,850, $1,725, and $2,100 produce $5,675 of in-place monthly rent. With one vacant unit, physical occupancy is 75%.
Do not blend the columns
If the vacant unit is marketed at $1,600, that amount belongs in vacancy exposure or potential rent—not in the $5,675 of current in-place rent.
The worksheet does not model concessions, delinquency, partial months, lease options, percentage rent, or lender-specific reporting requirements.
A clean handoff
Share the dated rent roll with the supporting leases and a separate collection report. That lets a reviewer distinguish what is contracted, what was collected, and what is merely estimated.

Is a rent roll the same as a tenant ledger?

No. A rent roll summarizes units and leases at a point in time; a tenant ledger records charges, credits, payments, and balances over time.
Questions landlords ask

Questions about this tool and its limits.

What should a complete rent roll include?

Common fields include the property and report date, unit identifier, occupancy, tenant or lease identifier, contract rent, lease start and end dates, deposits, balances, and concessions. Requirements differ by reader, so use the fields requested by your lender, buyer, appraiser, or accountant.

Is annualized rent the same as collected income?

No. This tool multiplies current occupied contract rent by 12. It does not prove collection, predict renewals, include concessions, or account for future vacancy. Compare it with the tenant ledger and bank records.

Why is vacant-unit rent shown separately?

A vacant unit may have an asking or estimated market rent, but it has no current contract rent. Keeping the estimate separate prevents potential income from being presented as in-place income.

Does Aptoria save the unit data entered here?

No. This public worksheet runs in the browser and does not ask for tenant names. Do not enter sensitive personal information into a planning calculator.

Can I use this as an apartment rent roll form or example?

Yes, for a small property working draft. Add one row per unit, label occupancy, separate contract rent from vacant-unit market rent, and date the snapshot. A lender, buyer, appraiser, or accountant may require additional fields or a specific form, so confirm the requested format before submitting it.

Before you act

Put a report date on the snapshot.
Match occupied rent to signed leases.
Compare scheduled amounts with the tenant ledger.
Label market-rent estimates and concessions separately.
Rent roll definition →
Market rent definition →
Vacancy rate calculator →
Editorial ownership
Written and maintained by the Aptoria editorial team
Editorial method reviewed July 28, 2026. Aptoria reviews scope, source fit, examples, limitations, links, and publication gates. This record does not claim attorney, CPA, lender, appraiser, or other independent professional sign-off.
How Aptoria researches and reviewsReport a correction
Built by a landlord who's done every one of these jobs by hand.
Aptoria was built by an owner-operator managing a Brooklyn portfolio — the 11pm calls, the awkward rent texts, the April receipt-pile — not by a software team guessing at the problem.
Keep exploring

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Compute your actual vacancy rate from days vacant or unit-months — your records, your rate.
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Effective gross income calculator
Turn full-occupancy rent into the realistic income line — minus your own vacancy allowance.
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Rent roll control path

From rent-roll definition to a reconciled owner report

Define the report first, inspect unit-level exceptions, then prove the totals against the ledger and cash before using it for an owner or lender decision.
Definition
Rent roll
The fields, reporting date, and limits of the core rental operating report.
Continue
Guide
Review a rental rent roll
A small-landlord workflow for leases, balances, concessions, vacancies, and exceptions.
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Definition
Rent roll reconciliation
The control that bridges a point-in-time report to tenant ledgers and supporting records.
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Guide
Close the rent roll to the ledger
A source-to-bank close procedure with exception ownership and release gates.
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Tool
Rent roll reconciliation tool
Compare scheduled, posted, collected, and unresolved amounts without hiding differences.
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