Free rent ledger template for rent paid by bank transfer

If tenants pay you by bank transfer, a rent ledger is the record that says what was charged, what you have confirmed receiving, and what is still owed. This template keeps those three things apart, so a screenshot of a transfer is never mistaken for money that has arrived.

What is in the spreadsheet

Charges and payments are separate, so two payments against one month’s rent never duplicate the rent due. Each ledger has one currency that you choose on the Summary sheet; nothing is converted or added across currencies, and a payment row that names a different currency is flagged and left out of the totals. Dates are typed and shown as YYYY-MM-DD so they cannot be read two ways.

How to fill it in

1. Set up the ledger. On Summary, choose the currency and add a property or unit label and a short tenant label such as T-01.
2. Add each charge once on Charges, with its own charge ID, period, due date and amount.
3. Add each payment on Payments and point it at its charge by charge ID. A split payment is two rows with the same charge ID.
4. Set the state. Reported when the tenant says they paid or uploads proof. Confirmed when you have found the matching entry in your own bank record. Voided for a row entered by mistake.
5. Correct, never delete. Void the wrong row, write the reason in Note, add a new row, and link the two by related payment ID.
6. Read the Check columns. The Summary counts rows needing attention; it should be 0.

This page explains the file. For how to decide what to record, match a transfer to your bank and handle a mismatch, read the guide How to track rent payments made by bank transfer.

A worked example

The example file is a fictional tenancy: 1,000 rent due on the 1st of each month, with balances as of 2026-10-20. Every name, amount and reference in it is invented.

On the Summary sheet that gives 6,000 charged, 4,950 confirmed received, 1,100 outstanding (all of it past due on 2026-10-20), a 50 credit and 1,000 awaiting check. Outstanding minus credit is the net balance, 1,050.

Assumptions and limitations

• A balance is amount due minus Confirmed payments for that charge. A credit stays on the charge it was paid against; it is not moved to other charges for you.
• Past due means the due date is before the as-of date and a balance remains. It is arithmetic, not a legal status.
• Late fees, interest and deposit deductions are not calculated. Enter each as its own charge.
• The spreadsheet has room for 120 charges and 400 payments. For a longer history, start a new file and enter the balance carried forward as a charge.
• Confirmed means you checked. The template cannot read a bank statement, verify a proof file or generate a receipt.
• It is a standalone file. It is not connected to your bank or to LocalePM, and nothing you type into it is sent to us.

Keep personal data to a minimum

Use a short tenant label rather than a full name, and enter only the last four to six characters of a bank reference. Never put bank account or card numbers, passwords or online-banking credentials in the file. Keep proof files elsewhere and enter only their name. Share only the ledger for the tenancy it concerns.

A recordkeeping aid, not advice

This template helps you keep a clear payment record. It is not legal, tax or accounting advice, and it does not make a record compliant with any particular country’s or region’s rules. Requirements for rent receipts, deposits and record retention vary by jurisdiction, so check them separately.

When a spreadsheet stops being enough

A spreadsheet works while you update it consistently and control who sees it. LocalePM’s rental workspace is one way to keep rent invoices, the transfer proof a tenant uploads and your confirmation together. Tenants pay by bank transfer outside LocalePM and upload proof; you check your bank and confirm the payment. LocalePM does not process rent payments or automatically match your bank transactions.