For investors with 2 to 50 rental properties

Real Estate Portfolio Tracker
What to Track and Which Tool to Use

A stock portfolio tracker pulls prices automatically. A rental portfolio has no ticker: value, debt, rent and expenses come from appraisals, lenders, leases and your bank. Here is what to track for each property and for the whole portfolio, when a spreadsheet stops working, and how SealedFolio tracks it on your own computer.

See what to track See SealedFolio's two plans

Short answer: track value, debt and cash flow per property, then roll it up

A real estate portfolio tracker answers three questions: what is each property worth after its debt, what does each one earn after expenses, and how is the whole portfolio doing. That means a value and a mortgage balance per property, income and expenses categorized by property, and a roll-up for equity, loan to value and net operating income.

SealedFolio tracks properties, units, tenants, mortgages and transactions in an encrypted database on your Mac or Windows computer, with a portfolio dashboard, a schedule of real estate owned and tax reports from the same records.

What a rental portfolio tracker should hold

Per property	Source	Portfolio roll-up
Purchase price, date and land share	Closing statement, assessment	Total cost basis and depreciation
Current value	Appraisal, broker opinion, recent sales	Total portfolio value
Mortgage balance, rate and payment	Lender statement	Total debt and loan to value
Rent and lease dates per unit	Leases	Occupancy and lease rollover
Income and expenses by category	Bank and card statements, receipts	NOI, expense ratio and cash flow
Insurance and its renewal date	Policy declarations page	Coverage gaps coming up

Example: rolling up a five-property portfolio

Real estate portfolio tracker: five properties rolled up. Diagram by SealedFolio.

Value and debt. Five rentals are worth a combined $1,640,000 with $1,010,000 of mortgages, so portfolio equity is $630,000 and loan to value is 61.6%.
Income. Rent totals $11,900 a month and operating expenses $4,450, so NOI is $7,450 a month, or $89,400 a year. Mortgage payments are $6,300 a month, leaving $1,150 of monthly cash flow.
The outlier. One duplex carries 31% of the debt but produces negative cash flow of $260 a month after a rate reset. That property, not the portfolio average, is the one to refinance, raise rent on or sell.

The portfolio looks healthy on average. A per-property tracker is what shows the duplex. Run the per-property numbers with the rental cash flow calculator or the rental ROI calculator.

Spreadsheet, web platform or desktop app

Spreadsheet. Free and fully flexible. It works for a few properties if you update it monthly, but receipts, leases and tax reports live elsewhere and the formulas break as the portfolio grows. See SealedFolio vs Excel.
Web platform. Stessa, Baselane and similar tools sync bank accounts and track properties online. They are often free or low cost because they earn from banking, payments or upgrades, and your data sits on their servers.
Desktop app. SealedFolio keeps the tracker, the books and the documents together in an encrypted file on your computer, works offline and is paid by subscription rather than by your banking.

How SealedFolio tracks a real estate portfolio

Portfolio dashboard. Occupancy, rent collection, expense ratio, lease coverage and insurance across your properties, plus what is coming up in the next 30 days.
Properties, units and mortgages. Purchase price, current value, land share and loans per property, with a map of the portfolio.
Schedule of real estate owned. Value, mortgage balance, NOI, LTV and DSCR for every property, exportable to CSV, on the Portfolio plan.
Tax reports from the same records. Schedule E and T776 per property, with depreciation.

Values and mortgage balances are what you enter; SealedFolio does not pull automated valuations or sync loan balances. For more on the investor features, see the SealedFolio for real estate investors page and the local property management software overview.

Track the whole portfolio on your own computer

SealedFolio Pro is $19 a month or $179 a year for up to 3 properties. Portfolio is $39 a month or $297 a year for unlimited properties. Both come with a 30-day money-back guarantee.

See SealedFolio pricing

Real estate portfolio tracker: frequently asked questions

What should a real estate portfolio tracker show?

For each property: current value, mortgage balance, equity, monthly rent, expenses, cash flow and occupancy. For the whole portfolio: total value, total debt, loan to value, net operating income and how each property contributes. Lease and insurance dates belong there too.

Is a spreadsheet good enough to track rental properties?

For two or three properties, often yes. Spreadsheets break down when transactions pile up, receipts live somewhere else, and the tax report has to be rebuilt by hand every year. That is usually the point to move to an app.

What is the best software to track multiple rental properties and mortgages?

It depends on where you want the data. Web platforms such as Stessa and Baselane track properties online, tied to their banking. A desktop app such as SealedFolio tracks properties, mortgages and transactions in an encrypted file on your own computer.

Does SealedFolio update property values automatically?

No. You enter each property's current value, for example from an appraisal, a broker opinion or recent sales, and update it when you choose. Equity and loan to value are calculated from the values and mortgage balances you enter.

Real Estate Portfolio TrackerWhat to Track and Which Tool to Use