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Tenancies
Monthly, weekly, fortnightly or 4-weekly rent, with arrears brought forward, end dates for former tenants and a grace period
For UK landlords, HMO landlords & small agents
7 reasons to stop chasing rent from memory
A tenant who paid half in October, another two weeks behind on a weekly room, and a former tenant who still owes. This tracker shows every rent balance in one place: who owes what, how long it has been unpaid, and what to do next.
- Excel & Google Sheets, no macros
- Example + blank file
- Start-here guide
- One-off price, no subscription
Screens from the included example file. All names and figures are fictional.
100tenancies
2,000payments logged
52rent periods on every tenant statement
0macros, add-ons or subscriptions
The list
Why a ready-made tracker beats paper and a blank spreadsheet
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Balances and ageing
Rent due to date, paid to date, balance, oldest unpaid date, days overdue and a status (Up to date, Due, Late 1-30 up to Late 90+, In credit)
Get the tracker · £13.99 Instant download · Excel & Google Sheets
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Arrears levels as a guide
Months owed, Ground 8 level (3 months or 13 weeks) and Universal Credit direct payment level (2 months)
Persistent arrears
How many of the last 6 month-ends each tenancy was behind
Action Log
Reminders, calls, letters and payment plans, with a follow-up date and a status (overdue, due soon, planned or superseded)
Next step for each tenancy, from chasing stages you can edit on Settings
Arrears Report
Every tenancy that owes money, largest first, with a filter for days overdue and current or former tenants
Get the tracker · £13.99 Instant download · stuck? Email us for help
Compare
Three ways to keep these records
| Feature | Paper or notes | A blank spreadsheet | This tracker |
|---|---|---|---|
| Tenancies | ✗No | ~ If you build it | ✓ Built in |
| Balances and ageing | ✗No | ~ If you build it | ✓ Built in |
| Arrears levels as a guide | ✗No | ~ If you build it | ✓ Built in |
| Persistent arrears | ✗No | ~ If you build it | ✓ Built in |
| Action Log | ✗No | ~ If you build it | ✓ Built in |
| Cost | Free, plus your time | Free, plus your time | £13.99 once |
What's inside
Everything you download
3 files
- XLSX Rent-Collection-Arrears-Tracker.xlsxfilled with fictional example data (12 tenancies, 177 payments, 10 actions) so you can see how it works
- XLSX Rent-Collection-Arrears-Tracker-BLANK.xlsxan empty copy, ready for your own tenancies
- PDF Start-here.pdfone-page quick-start guide, including how to open it in Google Sheets
Also included
- Tenant Statement: rent due, payments and running balance for the last 52 rent periods, ready to print
- Arrears Letter: pick a tenancy and get a polite letter with the balance, oldest unpaid date, pay-by date, your payment…
- Dashboard: totals, ageing, month-by-month collection, a "What needs your attention" list, a 6 month-end trend and 4…
- Up to 100 tenancies, 2,000 payments and 500 actions
Good to know
- A Health check on the Start Here tab and a Check/Status column on every log flag missing or odd entries
- Grounds 10 (any arrears) and 11 (persistent late payment) are discretionary: a court decides. The tracker shows the facts; it does not decide which ground applies
- Universal Credit: a landlord can ask for the housing costs to be paid direct at 2 months' arrears
- 4-weekly rent is treated like weekly rent (13 weeks) for the Ground 8 level: check your own tenancy
Is it right for you?
Made for some, honestly not for others
A good fit if you…
- UK landlords, HMO landlords and small letting agents
- use Excel or Google Sheets on a computer
- want to pay once, not another subscription
Not for you if you…
- need Apple Numbers or mobile-only editing
- want someone to do the records for you
How it works
Three steps, about 10 minutes to set up
- 1
Set up once
Your settings and tenancies (about 10 minutes)
- 2
Log as you go
One row per payment, one row each time you chase
- 3
Check and act
Open the Dashboard and Arrears Report, print a statement or letter when you need one
Microsoft Excel2010 or newer (Windows & Mac) and Microsoft 365
Google SheetsFree Google account. Upload the .xlsx, then set the locale to United Kingdom
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No macrosNothing to enable, no add-ons or subscriptions. Not designed for Apple Numbers or mobile-only editing. A computer is recommended
- Instant download
- Example + blank file
- Start-here guide
The offer
Pro UK Rent Arrears Tracker
£13.99one-off · no subscription
- Filled with fictional example data (12 tenancies, 177 payments, 10 actions) (Rent-Collection-Arrears-Tracker.xlsx)
- An empty copy, ready for your own tenancies (Rent-Collection-Arrears-Tracker-BLANK.xlsx)
- One-page quick-start guide, including how to open it in Google Sheets (Start-here.pdf)
- Licensed for use within one business or household
Price includes VAT where applicable — calculated at checkout. Secure checkout by Payhip.
Questions? Email info@phkmedia.co.uk
Stuck after you buy? We'll help you set it up.
Digital download, nothing is posted. This tracker is a record-keeping aid, not legal advice. Terms & licence.
FAQ
Questions people ask
Does it send reminders or serve notices?
No. It is a spreadsheet: open it weekly and the balances update to today's date.
Does it work on a phone?
You can view it in the Google Sheets app, but entering data is easiest on a computer.
What happens after I pay?
This is a digital product. Nothing physical will be shipped. Your download link appears straight after checkout and is also emailed to you.
Can I get help if I'm stuck?
Yes. Message us at info@phkmedia.co.uk and we'll help you set it up.