The Property Portfolio Dashboard in Google Sheets brings rent, occupancy and maintenance for every property you manage into one shareable file. It has 6 pages (Overview, Financial, Occupancy, Maintenance, Search and a Data Sheet), 15 formula-driven charts, KPI cards on every analysis page, and a Property ID lookup. You pay $9.99 once, with no monthly fee.
When rental units live in separate spreadsheets, the rent, occupancy and maintenance numbers rarely line up. This dashboard is built for landlords, property managers and small investors who want to check the health of the whole portfolio at a glance and open any single property in two clicks. To set it up, replace the sample rows in the Data Sheet. Every card, chart and slicer then recalculates on its own.
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Key Features of the Property Portfolio Dashboard in Google Sheets
Four headline KPI cards sit at the top of the Overview page: Total Rent Collected, Maintenance Spend, Total Records and Avg Rent (Occupied). You see the most important portfolio numbers as soon as the file opens.
The Overview, Financial, Occupancy and Maintenance pages hold 15 pre-built charts between them. Every chart is formula-driven and tied to the Data Sheet. Each page has its own slicer bar, so you can filter by year, property type, location, payment status, occupancy status, month or maintenance type without rebuilding anything.
- KPI cards on every analysis page: income, overdue and pending rent, occupancy and repair spend.
- 15 charts across the financial, occupancy and maintenance views.
- Property ID lookup on a dedicated Search Sheet.
- Native Google Sheets: no add-ons, no macros and no monthly fees.
KPI cards at a glance
| Page | KPI cards shown | Slicers |
|---|---|---|
| Overview | Total Rent Collected, Maintenance Spend, Total Records, Avg Rent (Occupied) | Year, Property Type, Location, Occupancy Status |
| Financial | Rent Collected, Overdue Rent, Pending Rent, Highest Rent | Year, Property Type, Payment Status, Location |
| Occupancy | Occupied Units, Vacant Units, Under Renovation, Occupancy Rate | Year, Property Type, Location, Month |
| Maintenance | Total Maint Cost, Work Orders, Highest Cost, Avg Maint Cost | Year, Maintenance Type, Property Type, Location |
In the sample data, the Occupancy page cards show 354 Occupied Units, 94 Vacant Units, 52 Under Renovation and an Occupancy Rate of 71%. Together the three statuses add up to the 500 records on the Overview page, and 354 ÷ 500 = 70.8%, which the card rounds to 71%. On the Overview page, Avg Rent (Occupied) works the same way: $1,427,376 total rent ÷ 354 occupied records ≈ $4,032.
Dashboard Pages Explanation
Page 1: Overview
The Overview page puts the 4 KPI cards above four charts: Occupancy Distribution (Occupied, Under Renovation, Vacant), Rent vs Maintenance by Property Type, Revenue by Location, and Monthly Rent & Maintenance Trend. The slicers at the top filter the whole page instantly.
Page 2: Financial Analysis
The Financial page shows Rent Collected, Overdue Rent, Pending Rent and Highest Rent. Below the cards are Rent Amount by Payment Status, Location Revenue by Property Type and a Property Rent Ranking. Together they show your top earners and which payments are still overdue or partial.
Page 3: Occupancy Analysis
The Occupancy page tracks the Occupancy Status Distribution, Occupancy by Property Type, Occupancy by Location and the Monthly Occupancy Trend. Vacancy patterns and gaps in tenant acquisition show up quickly.
Page 4: Maintenance Analysis
The Maintenance page covers Maintenance Cost by Type, Monthly Maintenance Spend, Maintenance Cost by Property and Maintenance Distribution by Location. Its cards report total maintenance cost, the number of work orders, the highest single cost and the average cost, so you can see where the repair budget goes.
Page 5: Search Sheet
The Search Sheet is a lookup for a single property record. Pick a Property ID from the dropdown and every detail appears at once: property name, type, location, units, tenant, rent amount, payment status, maintenance cost, maintenance type, occupancy status and lease end date.
Page 6: Data Sheet
The Data Sheet is the only input tab. Its columns are Property ID, Date, Property Name, Property Type, Location, Units, Tenant, Rent Amount, Payment Status, Maintenance Cost, Maintenance Type, Occupancy Status, Lease End, Month, Year and Count. Add your records in the same format and every page, card, chart and lookup updates automatically.
Google Sheets Dashboard vs. DIY Excel vs. Property Management Software
| Feature | Property Portfolio Dashboard in Google Sheets | Build-it-yourself Excel workbook | Paid property management software |
|---|---|---|---|
| Cost | $9.99 one-time | Your time to build and maintain | Monthly subscription (varies by plan and unit count) |
| Platform | Google Sheets in any browser | Microsoft Excel | Vendor cloud platform |
| Setup time | Under 10 minutes | Hours to days | Onboarding and data migration |
| Real-time team collaboration | Built in through Google Drive | Needs OneDrive or SharePoint | Usually included, often per seat |
| Customizable fields | Fully editable | Fully editable | Limited to the vendor’s setup |
| Property ID record lookup | Built-in Search Sheet | Only if you build it | Usually available |
| Rent collection, tenant portal, e-signatures | Not included | Not included | Usually included |
This dashboard is a reporting layer. It is a good fit when you need clear rent, occupancy and maintenance visibility, not a full operations platform.
Who Should Use This Template
A good fit for:
- Landlords and portfolio owners managing roughly 5–150 residential or commercial units
- Property managers preparing monthly or quarterly owner and investor reports
- Real estate investors comparing rent, occupancy and maintenance spend across properties
- Small property-management firms that want owner-ready reports without a software subscription
Not a fit if:
- You need tenant portals, automated rent collection or payment processing
- You need formal audit trails and granular role-based permissions
- You need lease-document generation, e-signatures or tenant screening
Real-World Use Cases
A residential landlord with a few dozen units tracks rent collected across property types each month. She checks overdue and pending rent on the Financial page and shares a view-only occupancy summary with investors through one link.
A commercial portfolio manager adds the month’s records to the Data Sheet. The Maintenance page then shows cost by building and repair type, while the Overview cards report total rent, maintenance spend and average occupied rent, with no manual formulas.
A manager handling properties for several private owners keeps one copy of the file per client. During quarterly reviews they walk each owner through occupancy and maintenance trends.
Advantages of the Property Portfolio Dashboard in Google Sheets
The biggest advantage is cost certainty: you make a single $9.99 purchase instead of paying a recurring subscription. Because the dashboard is built in Google Sheets, sharing, version history and real-time collaboration come free through Google Drive.
It is also quick to adopt. Paste in your data and the KPI cards, 15 charts, slicers and Search Sheet are live the same afternoon. Every field stays editable, so the dashboard adapts to your own property types and locations.
Opportunities for Improvement
This is a reporting and analysis tool, not an operations platform. It does not collect rent, send tenant notifications or store lease documents, so teams that need those workflows will still want a dedicated system alongside it. Very large portfolios with tens of thousands of rows may also find Google Sheets slowing down, and a database-backed tool would suit them better.
Best Practices
- Keep the Data Sheet column order intact, because the charts and the lookup reference those positions.
- Use the same spelling every time for property types, locations and occupancy statuses so the slicers group them cleanly.
- Make a copy of the file for each client or each year to keep historical snapshots, and use the built-in version history in Google Sheets (see Google’s Sheets documentation).
- Share view-only access with owners and investors. Give edit access only to the person who updates the data.
If you want to build dashboards like this yourself, the Pivot Tables & Dashboards course on NextGenTemplates Academy teaches the summarising and charting techniques step by step.
Explore Relevant Templates
If you work across property management and real estate, these related dashboards on NeoTech Navigators cover other angles:
- Property Management Dashboard in Google Sheets for day-to-day management reporting.
- Tenant and Property Management Dashboard in Google Sheets to track tenants alongside properties.
- Rental Property Investment Dashboard in Google Sheets for investment-focused rental analysis.
- Real Estate Property Portfolio Performance Dashboard in Google Sheets for a performance-led portfolio view.
- Property Management KPI Dashboard in Google Sheets for target-versus-actual KPI tracking.
- Home Inspection Dashboard in Google Sheets to track inspections and property condition.
Related templates on NextGenTemplates: Property Management Dashboard in Google Sheets and REITs KPI Dashboard in Excel.
Frequently Asked Questions
What KPIs does the Property Portfolio Dashboard in Google Sheets track?
The Overview page shows Total Rent Collected, Maintenance Spend, Total Records and Avg Rent (Occupied). The Financial, Occupancy and Maintenance pages add their own cards, including Overdue Rent, Pending Rent, Occupancy Rate, Work Orders and Avg Maint Cost.
How long does setup take?
Usually under 10 minutes. Open the PDF guide, use the Google Sheets copy link, paste your records into the Data Sheet, and every card, chart, slicer and the Search Sheet lookup update automatically.
Can I customize property types, locations and maintenance categories?
Yes. Every field in the Data Sheet is editable, and the charts and KPI cards follow whatever property types, locations or maintenance types you enter.
Does the dashboard work on mobile devices?
Yes. It opens in the Google Sheets app for iOS and Android. A desktop browser still gives the clearest view of the charts and slicers.
Does it collect rent or manage tenants?
No. It reports on the data you enter. Rent collection, tenant portals and lease documents need a separate property management system.
Is this a one-time payment?
Yes. It is a one-time $9.99 purchase with no subscription and no per-user fees.
About the Author
Built by PK, a Microsoft Certified Professional with 15+ years of experience in Excel, Google Sheets and Power BI. He founded NextGenTemplates and its YouTube channels reach 300K+ subscribers. Every template is built by hand and tested before release.
Wrapping Up
If you want rent, occupancy and maintenance visibility across your whole portfolio without a monthly bill, this template gives you a clear, shareable view in minutes. Copy it, paste in your property records, and use the Search Sheet the next time an owner asks about a specific unit.
Get the Property Portfolio Dashboard
📅 Last updated: October 2026
