Free tools
Free bookkeeping templates for apartment buildings and HOAs
6 templates you can download and use today. No sign-up.
Each one comes with a filled-in example, so you can see how it works. Then delete the example and type your own numbers.
Apartment buildings
Templates for apartment buildings
For owners and operators who keep their own records, or want to check the ones they are sent.
- 01
Apartment rent roll template
One line per unit and a totals row that adds itself up.
- 12 columns, with concession, days late and deposit held built in.
- Net rent and balance owed work themselves out as you type.
- Filled-in example: Oak St, 12 units. Rent if full $17,400, net rent $15,650, balance owed $1,450.
Download Excel fileExcel file, 3 tabs
- 02
Tenant ledger template for apartment units
A running account for each unit: every charge, every payment and the balance after each.
- A ledger tab for each of 12 units, and how to add more.
- A summary tab that sorts every unit's unpaid balance by age.
- Filled-in example: one Oak St unit that paid late. It owes $1,450 at month end and $0 once it pays.
Download Excel fileExcel file, 15 tabs
- 03
Chart of accounts for an apartment building
The list of accounts a building's books need, with what goes in each one.
- 36 accounts, numbered and grouped: what the building owns, what it owes, owner money, income and costs.
- Includes security deposits held, prepaid rent, lender escrow, replacement reserve, utility bill-backs and unit turn costs.
- Example: Birch Way, 50 units, from gross potential rent of $72,500 down to net operating income of $41,150.
Download Excel fileExcel file, 3 tabs
HOA boards
Templates for HOAs
For boards and treasurers. Operating money and reserve money stay apart in every file.
- 04
HOA budget template
Plan one year of operating costs and reserve savings, and see the dues each home pays.
- Last year's actual beside next year's budget, with operating and reserves in their own columns.
- Dues per home, for a year and for a month, worked out from the totals.
- Arrives filled in for Demo Ridge HOA, 60 homes: a $252,000 budget comes to $350 a home a month.
Download Excel fileExcel file, 4 tabs
- 05
HOA chart of accounts
The list of accounts an HOA's books need. Every account belongs to the operating fund or the reserve fund.
- 30 accounts, each with a number, a type, a fund and what goes in it.
- Transfer accounts, so the monthly move to reserves never shows up as a cost.
- Example: one month at Demo Ridge HOA, with $21,000 of dues and a roof repair of $18,500 paid from reserves.
Download Excel fileExcel file, 3 tabs
- 06
HOA treasurer report template
The one-page monthly report an HOA treasurer gives the board.
- 6 sections: cash by fund, bank balances, the month against budget, reserves, owners behind on dues and items to approve.
- 3 checks that say pass or fail, so you know the report agrees with the bank and the balance sheet.
- Filled-in sample: Demo Ridge HOA with $39,300 in operating, $172,010 in reserves and 4 owners behind by $4,900.
Download Excel fileExcel file, 3 tabs
Download Word fileWord file, 2 pages: the report blank, then filled in
We can keep the books for your apartment building or HOA.
You can keep your own records with these files. Or hand it off: we keep the books every month and send you the reports.
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