A spreadsheet for landlords alternative that keeps the bits Excel is bad at
Looking for a spreadsheet for landlords alternative? You probably don't need to throw your spreadsheet away. Spreadsheets are excellent for rent ledgers and income and expenses. Where they fall down is the operational side: tenants' repair reports arriving by text, photos lost in a chat, and certificate expiry dates that sit in a cell nobody looks at until it's too late. Gaffy handles exactly those jobs. Each property gets a repair link your tenant opens in their browser, every request lands in one maintenance inbox, and your gas safety, EICR and EPC certificates live in a vault that warns you before they expire. Keep the spreadsheet for money; let Gaffy run the rest.
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Why so many landlords start with a spreadsheet for landlords
It's free, it's flexible, and you already know how to use it. Search Google for "spreadsheet for landlords" and the suggestions show what people want from one: "rental spreadsheet for landlords", "excel spreadsheet for landlords", "free excel spreadsheet for landlords" and "spreadsheet template for landlords". A typical landlord spreadsheet has:
- a tab per property with address, tenant names and tenancy start and end dates
- a rent ledger with expected and received rent each month
- an expenses tab for repairs, insurance, mortgage interest and agent fees
- a compliance tab with gas safety, EICR and EPC dates
- maybe a contacts tab for the plumber and electrician
For one property, that works. For three or more, the cracks start to show.
Where a landlord spreadsheet breaks down
It doesn't remind you of anything
A gas safety check is needed every 12 months, according to the Health and Safety Executive. You can check a date with the gas safety expiry calculator. An EICR is needed at least every 5 years in England, according to GOV.UK guidance. A spreadsheet will hold those dates perfectly and still let you miss them, because a cell can't email you. Conditional formatting turns a cell red; it doesn't tell you on a Tuesday morning that next month's check needs booking.
Repairs don't live in a spreadsheet
Tenants don't fill in your spreadsheet. They text, call, or WhatsApp a photo at 11pm. To keep a proper record you have to copy each one in, date it, save the photos somewhere, and update it when it's fixed. Most landlords don't, so the record ends up spread across a phone, an inbox and memory.
Documents end up somewhere else
The spreadsheet can say "EICR done 3/2025", but the PDF is in an email attachment, a downloads folder or a drawer. When a council, tenant or letting agent asks for it, you go hunting.
Evidence matters more than it used to
Landlords increasingly need to show what was reported and when it was dealt with, especially for damp and mould and other hazards. A timestamped repair history with photos is far easier to rely on than rows you typed up afterwards.
What to use instead of a spreadsheet (for the operational side)
| Job | Spreadsheet | Gaffy |
|---|---|---|
| Rent ledger | Good | Not covered; keep your spreadsheet or use accounting software |
| Expenses for tax | Good | Log repair costs per property |
| Tenant repair reports | Manual copy-and-paste | Repair link per property with up to 5 photos, no app |
| Repair status | A column you update | New, Scheduled, Done in one inbox |
| Certificate dates | A cell you have to check | Vault flags expired or expiring gas safety, EICR, EPC |
| Certificate PDFs | Stored elsewhere | Stored with the property |
| Trades contacts | A tab | Contacts linked to properties |
| Move-in and move-out photos | Folder elsewhere | Two dated photo sets per property |
Is there a free spreadsheet for landlords?
Plenty of free templates exist, and for income and expenses they're fine. If you want something that also reminds you and collects repairs, that's where software comes in. Gaffy's first month is free with no card, then it's £12 a month for up to 5 properties and £4 a month for each extra. Gaffy is not VAT registered.
Best spreadsheet for landlords vs landlord software
The best spreadsheet for landlords is one you actually keep updated. Software earns its keep when it removes updating altogether. Ask yourself:
- Have you ever realised a certificate expired after the date?
- Have you lost a repair photo or forgotten when a job was done?
- Do you have more than two properties?
- Do tenants contact you on several channels?
If you answered yes to two or more, moving the operational side out of the spreadsheet will likely save you time.
How to move off a spreadsheet in an afternoon
- Sign up to Gaffy free. No card needed for the first month.
- Copy each property address from your spreadsheet into Gaffy.
- Upload your certificates and type in the expiry dates from your compliance tab.
- Add your trades from your contacts tab.
- Text each tenant their repair link.
- Keep the spreadsheet's rent and expenses tabs as they are.
Short on time? Send us your property list and we'll set your properties up in Gaffy for you.
What Gaffy doesn't do
Gaffy isn't accounting software. It doesn't track rent, connect to your bank or file Making Tax Digital returns. Many landlords keep a spreadsheet or accounting tool for money and use Gaffy for repairs and compliance.
See features, pricing and the other alternatives.
FAQ
What should a spreadsheet for landlords include?
Usually property details, tenancy dates, a rent ledger, expenses, certificate dates and trades contacts. It's good for money; it's weak at reminders and repair records.
Is Excel good enough for a landlord?
For a single property and a careful landlord, often yes. As you add properties, missed certificate dates and scattered repair records become the main risk.
What's the best alternative to a landlord spreadsheet?
For accounting, dedicated landlord accounting software. For repairs and certificate reminders, a focused tool like Gaffy. Many landlords use one of each.
Can I import my spreadsheet into Gaffy?
You can copy your properties in by hand in a few minutes each, or send us the details and we'll set them up for you.
How often does a landlord need a gas safety check?
Every 12 months, according to the Health and Safety Executive.
How often is an EICR needed for a rental?
At least every 5 years in England, according to GOV.UK guidance for private landlords.
Does Gaffy replace my rent ledger?
No. Gaffy doesn't track rent. Keep your spreadsheet or accounting software for that.
Sources
- HSE, gas safety: landlords and letting agents FAQ: https://www.hse.gov.uk/gas/domestic/faqlandlord.htm
- GOV.UK, electrical safety standards in the private rented sector: https://www.gov.uk/government/publications/electrical-safety-standards-in-the-private-rented-sector-guidance-for-landlords-tenants-and-local-authorities
- Google autocomplete suggestions for "spreadsheet for landlords", UK, checked 21 October 2026
- Gaffy pricing: https://gaffy.co/pricing
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