Rent ledger, kept for you
Your rent ledger, filled in by your bank.
Each rent payment lands on the right tenant's ledger the day it reaches your account, with the running balance worked out. A short or late payment is flagged the same day.
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An example of Dardaris writing a bank payment onto a tenant's rent ledger and noticing it came in short.
Rent ledger · L. Whitaker
88 Maple Street, Apt 2A
- Feb 1Rent for February€1.950,00
- Feb 3Payment received€0,00
- Mar 1Rent for March€1.950,00
- Mar 4Payment received€390,00
Dardaris
L. Whitaker paid €390,00 short for March. A friendly reminder goes out in three days, unless you stop it.
ReviewHow it works
Three steps, then the ledger keeps itself.
- 1
Connect your bank
Two minutes, read only. Dardaris can see payments arrive and can never move money.
- 2
Payments find their tenant
Each payment is matched to its lease by amount, date and payer, and written on that tenant's ledger.
- 3
You hear when it is off
A short or late payment is flagged the day it happens, and a friendly reminder is lined up for the tenant.
Free rent ledger template
Rather keep it by hand? Use the free rent ledger template.
Type the rent and each payment as it came in. The ledger writes itself with the running balance, ready for Excel, Google Sheets or a PDF.
Payments received
Jan 2026
Feb 2026
Mar 2026
Apr 2026
May 2026
Jun 2026
The ledger
| Date | Item | Balance |
|---|---|---|
| 1 Jan 2026 | Rent for January 2026+€1.500,00 | €1.500,00 |
| 1 Jan 2026 | Payment received−€1.500,00 | €0,00 |
| 1 Feb 2026 | Rent for February 2026+€1.500,00 | €1.500,00 |
| 2 Feb 2026 | Payment received−€1.500,00 | €0,00 |
| 1 Mar 2026 | Rent for March 2026+€1.500,00 | €1.500,00 |
| 4 Mar 2026 | Payment received−€1.200,00 | €300,00 |
| 1 Apr 2026 | Rent for April 2026+€1.500,00 | €1.800,00 |
| 1 Apr 2026 | Payment received−€1.800,00 | €0,00 |
| 1 May 2026 | Rent for May 2026+€1.500,00 | €1.500,00 |
| 1 May 2026 | Payment received−€1.500,00 | €0,00 |
| 1 Jun 2026 | Rent for June 2026+€1.500,00 | €1.500,00 |
- Rent charged
- €9.000,00
- Received
- €7.500,00
- Tenant owes
- €1.500,00
Built in your browser. The spreadsheet opens in Excel, Google Sheets and Numbers.
Nothing is stored and nothing is sent. The ledger is built in this browser and goes nowhere until you download it.
By hand or with Dardaris
The same ledger, without the typing.
By hand
With Dardaris
Recording a payment
By hand:Find it in the bank, type it in, work out the balance again.
With Dardaris:Written on the ledger the day it lands.
A payment comes in short
By hand:Noticed the next time you add it all up.
With Dardaris:Flagged the same day, with a reminder lined up.
Ten tenants
By hand:Ten spreadsheets to keep in step.
With Dardaris:Ten ledgers, kept by one bank connection.
A tenant disputes a figure
By hand:Rebuild the year from bank statements.
With Dardaris:Every line points to the payment behind it.
What is a rent ledger
One tenant, every charge and every payment, in date order.
A rent ledger, or rental ledger, is the running account of a tenancy. Each charge adds to the balance, each payment takes it down, and the last figure is what the tenant owes today. Kept for one tenant it is also called a tenant ledger. Four ideas make it work, and all four are on this one page.
Rent ledger
One tenant
| Date | Item | Balance |
|---|---|---|
| Mar 1 | 1Balance forward | €200,00 |
| Mar 1 | 2Rent for March+€1.500,00 | €1.700,00 |
| Mar 6 | 3Payment received−€1.400,00 | €300,00 |
| Apr 1 | Rent for April+€1.500,00 | €1.800,00 |
| Apr 3 | 4Payment received−€1.800,00 | €0,00 |
- 1The balance forward opens the pageWhatever was owed before this ledger starts, here €200,00, is carried in as its first line. Without it every balance below is wrong by the same amount, and nobody can see why.
- 2A charge is its own lineRent goes in on the day it falls due, not the day it is paid. A late fee or a repair recharge gets a line of its own, so the rent itself is never muddied.
- 3A short payment shows itselfThe tenant paid €100,00 less than the month asked. The running balance says so on the spot, instead of the gap surfacing at the end of the year.
- 4The balance is the answerEvery line carries the balance after it. The last one is what is owed now, and anyone can check it by adding down the page.
The questions that follow.
What is a rent ledger?
A rent ledger is a record of everything charged to a tenant and everything they paid, in date order, with a running balance after each line. The last balance is what the tenant owes, or what they hold in credit if it is negative.
Is a tenant ledger the same as a rent ledger?
Yes, in practice. A tenant ledger is a rent ledger kept for one tenant, which is how most landlords keep them. A rent roll is the different one: it lists every unit of a property on a single date rather than one tenancy over time.
What does balance forward mean on a ledger?
Balance forward, or balance brought forward, is the amount carried into a ledger from before its first line. When you start a ledger part way through a tenancy, or start a new year, the old closing balance becomes the new opening line so every balance after it stays correct.
How do I record a partial rent payment?
Record the payment for exactly the amount received, on the day it arrived. Do not change the rent charge to match it. The running balance then shows the shortfall on its own, and it carries into the next month until it is paid.
Does a landlord have to give a tenant a copy of the ledger?
That depends on where the property is, and some places do require a landlord to account for payments when asked. Even where nothing requires it, sending the ledger is the quickest way to end a disagreement about money: the tenant sees every charge and payment in order and can check them against their own bank.
Can a rent ledger be used as evidence of unpaid rent?
A ledger is commonly how a landlord shows what is owed in a claim for unpaid rent, so it has to be complete: every charge and payment, dated, with a balance that adds up. Keep the bank statements behind each payment, because a ledger is only as believable as the records under it. What a particular court accepts is a question for local rules and a lawyer.
How long should I keep a rent ledger?
At least for the whole tenancy, then for as long as a rent or deposit claim could still be raised and as long as you keep the tax records it feeds. Those periods are set locally, so check yours. A ledger costs nothing to keep and a great deal to rebuild.
Can I use this rent ledger in Excel or Google Sheets?
Yes. The spreadsheet download is a CSV file that Excel, Google Sheets and Numbers open directly, with the amounts as numbers you can add up. The PDF is for sending or printing.
Bring one tenancy. Watch its ledger fill itself in.
Connect the bank and add the lease. The next payment that arrives is on the ledger before you think to look.
Free for 14 days, cancel whenever · Nothing is switched on until you say so