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Free Landlord Income and Expenses Spreadsheet

Free, no email needed. Last verified 31 October 2026

This free CSV gives you one place to log every rent payment and every property cost. Each line is tagged with the same categories HMRC lists for UK property in Making Tax Digital quarterly updates. Open it in Excel, Numbers or Google Sheets and add a row each time money comes in or goes out.

Under MTD, all your UK properties count as one UK property business, so HMRC receives one total per category. The Property column is for your own records, so you can see which house earns and which one costs. A spreadsheet alone cannot send an update to HMRC. You need MTD-compatible software, either a full product or bridging software that reads your spreadsheet. VoxaMTD can import a CSV or Excel file.

When to use it

You keep your own records and want them in a layout MTD software can read.
You own one or a few properties and have no bookkeeping software yet.
You want to check what you spent in each HMRC category before a quarterly update.
You signed up part way through the tax year and need to create earlier records.

How to use it

Download the CSV and open it in a spreadsheet app. Delete the two example rows.
Add one row per payment. Use the date the money was received or the cost was incurred, written as YYYY-MM-DD.
For income, choose one income category and enter the amount in the Income column. The categories are: Total rent; Other income from property; Premiums for the grant of a lease; Reverse premiums and inducements.
For a cost, choose one expense category and enter the amount in the Expense column. The categories are: Rent, rates, insurance and ground rents; Property repairs and maintenance; Non-residential property finance costs; Residential property finance costs; Residential finance costs brought forward; Legal, management and other professional fees; Costs of services provided, including wages; Travel expenses; Other allowable property expenses.
For a jointly let property, enter only your share of the income and the costs.
Keep the invoices and bank statements that the rows refer to. HMRC does not receive receipts, but you need to keep them.
At the end of each update period, add up each category from 6 April and enter those totals in your MTD software.

Download the CSV (opens in Excel, Numbers or Google Sheets)

What is in it

Date	Property	Description	Income category	Income (£)	Expense category	Expense (£)	Receipt or statement kept
2026-07-01	12 Elm Road	July rent from tenant	Total rent	950.00			Yes
2026-07-14	12 Elm Road	Boiler repair callout			Property repairs and maintenance	145.00	Yes

The two rows are examples. Delete them and add your own.

Questions

Can I send my MTD quarterly update straight from this spreadsheet?

No. HMRC accepts quarterly updates only from software that is compatible with Making Tax Digital for Income Tax. You can keep your records in this spreadsheet and then import them into compatible software, or use bridging software to send the totals.

Do I need a separate record for each property?

For MTD, no. All your UK properties form one UK property business and go into one quarterly update. The Property column still helps you check each house for your own purposes. Foreign property is treated differently.

How long must I keep these records?

Keep digital records for at least 5 years after the 31 January submission deadline for the tax year. Keep the original documents too, such as bank statements and invoices.

Sources

General information, not tax or legal advice. Rules differ between England, Wales, Scotland and Northern Ireland.