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Getting set up takes about 15 minutes. Here’s the order that works best.
Browse all the how-to guides for managers, owners and tenants: step by step, with what to do when things don’t go to plan.
Getting started
- Add your rentals. Rentals, then Add a rental. Choose the state so the right notice rules apply, and answer the questions about the home’s systems to get a maintenance plan.
- Set up owners and LLCs (if you have them). Rentals, then Owners and LLCs. Add owners, then each LLC with ownership percentages, then choose the LLC on each rental.
- Add tenants and leases. Tenants, then Add a tenant, then assign them to a rental with the lease dates, rent and deposit. Partial first months are prorated automatically.
- Record rent as it comes in, from the rental’s page or the tenant payment portal.
- Schedule maintenance from the rental’s Maintenance tab. Visits that need entry get the 24-hour notice built in.
- Get reminders on your phone: Settings, then Reminders, then Create my calendar link.
- Turn on two-step sign-in in Settings, especially before giving anyone else access.
Common questions
Can my business partner or a property owner log in?
Yes. Settings, then Accounts, then Give someone access. Choose View only or Can edit, and you can limit them to one owner’s rentals so they never see the rest.
Which states’ rules are built in?
Oregon and Montana. For other states, the app tracks everything but doesn’t check notice timing, so follow your state’s rules.
How are owner statements and taxes handled?
Money, then Reports. Pick an owner or LLC at the top for their statement PDF, a Schedule E summary, the 1099 contractor list, deposits held and an accounting export. Give the tax summary to your tax preparer; mortgage interest and depreciation come from them.
What happens when my free trial ends?
Nothing is deleted. Your account becomes read-only until you subscribe ($25/month), and you can still view and export everything.
How do I back up my data?
Settings, then Backup and export, then Download everything. You get spreadsheets, a backup file you can restore from, and all your documents.
Someone changed or deleted something by mistake.
Admins can open Settings, then Change history, to see who changed what and restore the earlier version or undelete it.
How do management fees work?
Set a fee on each LLC from Rentals, then Owners and LLCs, then Fee: a percent of rent collected (with an optional monthly minimum) or a flat amount each month. A rental can have its own fee that overrides its LLC. Changes start in the month you pick, so past months keep the old rate. The fee is added as an expense on the last day of each month, and “Record payment” tracks what you’ve been paid. Money, then Reports, then Management fees shows fees earned, paid and still owed.
How does bookkeeping work?
Bookkeeping is an add-on ($12/month, included during your trial). Money, then Bookkeeping keeps double-entry books for each LLC, built from the rent, expenses, mortgages and deposits you already record. In Setup, pick the date your books start and your bank balance that day. Then import your bank’s CSV under Bank to match each line, reconcile against your statement, and close months you’ve finished. Statements has the balance sheet, profit and loss, cash flow, trial balance and general ledger.
Can I still use QuickBooks or give my CPA the books?
Yes. Bookkeeping, then Statements, then Export for QuickBooks gives a journal-entry CSV that QuickBooks Online imports (Settings, then Import data, then Journal entries). Import each LLC into its own QuickBooks company. You can also send your accountant the statements as PDF or CSV. Rental Tracker isn’t tax advice and doesn’t do trust accounting for money you hold for other owners.
Is the legal information legal advice?
No. It’s a guide based on the statutes, to help you avoid common mistakes. Check important decisions with an attorney.
Still stuck?
Sign in and choose Settings, then Send us a message. We reply by email.