Managing your rental property finances doesn’t have to be complicated. Our free rental property spreadsheet helps New Zealand landlords easily track rental income, expenses, and cash flow – so you can stay organised and prepared when it comes time to file your tax return.
Whether you own one property or several, this rental property spreadsheet template (NZ-compatible) is designed to simplify rental property accounting and make end-of-year reporting stress-free.
Download Your Free Rental Property Spreadsheet
Our downloadable Excel spreadsheet provides a clear, easy-to-use layout for:
- Recording rental income and property-related expenses
- Tracking cash flow month by month
- Summarising totals to help prepare for your rental property tax return
- Supporting your accountant with accurate records
Download your free rental property spreadsheet and start keeping your property finances in order.
Accounting for Rental Properties in NZ
Even with a good spreadsheet, it’s important to understand the basics of rental property accounting in New Zealand.
You must declare all rental income you receive – whether from long-term tenants, flatmates, or short-term rentals like Airbnb or Bookabach. You can then claim a range of allowable deductions for expenses directly related to earning that income.
Common deductible expenses include:
- Rates, insurance, and repairs
- Property management fees
- Accountancy fees
- Mortgage interest (where eligible – see Interest Deductibility Rules)
- Depreciation on certain assets such as appliances or furniture
Your net rental profit or loss forms part of your total income for the year and must be included in your IR3 tax return.
For a deeper explanation of how rental income is taxed, see Tax on Rental Income in NZ.
Why You Need a Rental Property Accounting Spreadsheet
Good record-keeping is key to maximising your deductions and staying compliant with IRD requirements. A simple rental bookkeeping spreadsheet makes it easy to:
- Keep track of every transaction – income, maintenance costs, rates, insurance, interest, and more.
- Monitor cash flow for your rental property to see whether you’re running at a profit or loss.
- Prepare for tax time – all your totals are ready to be transferred to your accountant or directly into your tax return.
- Support future decisions – understand how your rental is performing and whether you need to adjust rent or manage expenses differently.
This free property accounts spreadsheet is especially helpful for private landlords who want to manage their own rental income accounting without investing in a full software package.
Cash Flow for Rental Properties
Understanding cash flow for rental properties helps you see how your investment is performing day-to-day.
Positive cash flow means your income exceeds expenses, while negative cash flow indicates you’re topping up the property yourself.
Our cash flow rental property spreadsheet calculates this automatically – giving you instant visibility into how your property is tracking throughout the year.
If you manage multiple rentals, you can duplicate the tabs within the spreadsheet to create a full rental property accounting package that covers your entire portfolio.
Download the SpreadsheetBookkeeping for Rental Properties in NZ
Keeping your records up-to-date ensures accuracy and makes your accountant’s job much easier. With the DNACA spreadsheet, you can:
- Record expenses as they occur
- Attach receipts digitally (if using Excel online or Google Sheets)
- Keep a year-to-date summary ready for your accountant
If you prefer professional support, our rental property accounting services can take care of the bookkeeping, GST returns (if applicable), and end-of-year accounts on your behalf.
Other Accounting Services We Provide
In addition to rental property accounting, DNACA Chartered Accountants provide a full range of business and personal accounting services, including:
- Business tax and compliance
- GST and PAYE returns
- Xero setup and training
- Trust and estate accounting
- Business development and advisory services
We specialise in helping individuals, investors, and business owners across New Zealand with practical, professional advice and hands-on support.
Contact UsFAQs – Rental Property Accounting and Tax Returns
Here are some Frequently Asked Questions about Rental Property Accounting in and Tax Returns in NZ.
If you don’t find the answers you need, just give us a call – we’ll be happy to help.
What records should I keep for my rental property?
Keep a record of all income and expenses related to your property – including rent received, invoices, repairs, insurance, rates, and loan statements. Store receipts for at least seven years.
Can I claim repairs and maintenance costs?
Yes, genuine maintenance (e.g., fixing a broken fence or replacing a tap) is deductible. However, improvements that increase the property’s value (like adding a new deck) are not immediately deductible and may be treated as capital expenses.
How is interest on my mortgage treated for tax?
Interest deductibility rules have changed in recent years. Whether you can claim interest depends on when your property was acquired and whether it’s a new build. Read more in our article on Interest Deductibility in NZ.
What about depreciation on assets?
You can claim depreciation on assets such as furniture, appliances, and carpet – but not on the building itself. Keep records of purchase dates and costs so your accountant can calculate this correctly.
Do I have to pay tax on Airbnb or short-term rental income?
Yes. Short-term rental income is taxable and must be declared, even if you only rent occasionally. Our spreadsheet can also be used as a short-term rental accounting spreadsheet to track this income accurately.
Should I use an accountant for my rental property?
While many landlords manage their own bookkeeping, working with an accountant ensures you maximise allowable deductions, stay compliant with IRD rules, and plan effectively for future investments.
Get Expert Help with Rental Property Accounting
Download our free rental property spreadsheet today to get started – and if you’d prefer expert help with your rental accounts, talk to the team at DNACA.
We’ll make sure your records, deductions, and returns are handled correctly – so you can focus on getting the most from your investment property.
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