SealedFolio is rent roll and local property management software for Mac and Windows. It builds the monthly rent roll from the tenant files, leases, and payments you already record, and keeps all of it in an encrypted vault on your computer instead of a vendor's servers. Pro is $19 a month for up to 3 properties.
Prices and plans on this page checked October 18, 2026.
Rent roll software is a tool that pulls tenant names, units, lease dates, rent amounts, and payments into one report of what each active tenant should pay and what they actually paid. It replaces the spreadsheet you rebuild every month, because each row updates when you record a payment or a lease changes.
SealedFolio does this inside a local property management app for Mac and Windows. The SealedFolio rent roll lists every active tenant with property, tenant, unit, lease start and end, monthly rent, amount paid, balance due, and a Paid, Partial, or Unpaid status, with expected, collected, outstanding, and collection rate totals on top. You can select the current month or any of the 11 months before it and export a CSV. For an earlier month, payments are filtered to that month, but tenant rows and expected rent use the tenants active now and their current monthly rent. It is not a historical snapshot; balances and collection rate may differ from what they were then.
SealedFolio Pro is $19 a month or $179 a year for up to 3 properties, and Portfolio is $39 a month or $297 a year for unlimited properties, both with a 30-day money-back guarantee (source: the SealedFolio pricing page). The working data sits in an encrypted vault on your computer.
SealedFolio checked the pricing page of every rent roll tool below on October 18, 2026, and each pick names the cheapest price the vendor itself lists. Most rent roll software is a cloud service. SealedFolio is the local option, so it appears once, for the job it actually does best.
This table sets SealedFolio's rent roll software next to eight rent roll tools that show up in landlord software rankings. Prices are the cheapest paid plan each vendor lists, quoted from its own pricing page on October 18, 2026. The last column is the one most lists skip: where your tenant list and payment history are stored.
| Rent roll software | Cheapest paid plan (as listed) | Free plan | Rent roll report | Where the rent roll is stored |
|---|---|---|---|---|
| SealedFolio | Pro $19/month or $179/year, up to 3 properties | No, 30-day money-back guarantee | Yes, monthly, with CSV export | Encrypted vault on your Mac or Windows computer |
| Stessa | Manage $12/month paid annually, $15 paid monthly | Yes, Essentials | Yes, on all plans | Stessa's cloud |
| Baselane | Smart $20/month on an annual plan | Yes, Core $0/month | Yes, listed on pricing page | Baselane's cloud |
| REI Hub | $9/month billed annually, $15 monthly (3-unit tier) | Yes, Free $0/month, no automatic transaction import | Yes | REI Hub's cloud |
| TenantCloud | Starter $15/month billed annually ($180/year); the pricing page shows both $18 and $25 month-to-month | Not listed on pricing page | Yes | TenantCloud's cloud |
| Buildium | Essential starting at $62/month | No | Yes | Buildium's cloud |
| DoorLoop | $2.50 per unit per month, $199 monthly minimum, billed yearly ($3 per unit, $239 minimum billed monthly) | No | Yes | DoorLoop's cloud |
| Yardi Breeze | From $1 per unit per month, $100 monthly minimum, annual agreement | No | Not shown on the Breeze pricing page | Yardi's cloud |
| Rent Manager | Quote only, no price listed | No | Yes, Summary Rent Roll | Rent Manager's cloud, with a Windows installer offered |
Sources, all fetched October 18, 2026: Stessa pricing, Baselane pricing, REI Hub pricing, TenantCloud pricing, Buildium pricing, DoorLoop pricing, Yardi Breeze pricing, Rent Manager reporting, and the SealedFolio pricing page. Vendors change plans often, so check the page before you buy.
The honest read on rent roll software: a cloud tool wins if tenants must pay online or you need screening and listing syndication, a spreadsheet is free and fine at a couple of doors, and SealedFolio wins if you want the rent roll, tenant files, and tax reports without a hosted account. SealedFolio's best rental property software guide ranks the cloud platforms feature by feature, and SealedFolio vs QuickBooks covers the accounting side. If AppFolio's 50-unit minimum sent you looking, SealedFolio's comparison of AppFolio alternatives with published prices covers the rest of the field.
A rent roll in SealedFolio's rent roll software is a report, not a sheet you type into. Each column comes from a record you already keep in SealedFolio, so nothing is entered twice. The table below shows the nine columns in SealedFolio's rent roll CSV export and the record each one is read from.
| SealedFolio rent roll column | Where SealedFolio reads it from |
|---|---|
| Property | The property record |
| Tenant | The tenant file |
| Unit | The unit number on the tenant file |
| Lease Start | The tenant's lease dates |
| Lease End | The tenant's lease dates |
| Monthly Rent | The rent set on the tenant file |
| Amount Paid | Payments recorded against that tenant in the chosen month |
| Balance Due | Monthly rent minus amount paid, never below zero |
| Status | Paid, Partial, or Unpaid, set by comparing paid to rent |
Below the rows, the SealedFolio export adds four totals: Total Expected, Total Collected, Total Outstanding, and Collection Rate. Lenders and buyers often want more than this, such as security deposits, market rent, or square footage for commercial space. SealedFolio's offline rent roll guide walks through those extra columns, a full example report, and the commercial lease fields a buyer asks for.
The SealedFolio rent roll shows collection rate, which is collected rent divided by expected rent for active tenants. Here is how that works with sample numbers made up for illustration. Three active tenants owe $1,400, $1,400, and $1,200, so expected rent is $4,000. Two pay in full and the third pays $600, so SealedFolio shows $3,400 collected, $600 outstanding, the third tenant marked Partial, and an 85% collection rate ($3,400 divided by $4,000).
The SealedFolio rent roll only counts active tenants, so a vacant unit does not drag the collection rate down. Vacancies are tracked separately, and the SealedFolio dashboard shows occupancy as a percentage with "X of Y units occupied" underneath. Read the two side by side and you can tell whether lost income is a collection problem or a vacancy problem. To see what a year of those collections means after expenses, run the totals through the free gross and net rental income calculator.
Running a rent roll in SealedFolio takes four steps, and only the first two involve setup. After that the SealedFolio rent roll is a report you open, not a spreadsheet you rebuild:
Building a rent roll by hand, without rent roll software, follows the same order: one row per unit, the lease and rent columns from the table above, and a paid column you update every time money arrives. A spreadsheet works for two or three units as long as you keep it current. SealedFolio's comparison of SealedFolio and an Excel rent tracker covers the point where hand updates start to slip.
SealedFolio's rent roll software stores the rent roll, tenant files, leases, and expenses in an encrypted vault on your own Mac or Windows computer. There is no SealedFolio account to sign up for and no web dashboard, and the rent roll runs offline. A cloud property management platform works the other way: the tenant list, lease terms, and payment history live on the vendor's servers, so the vendor's pricing changes, ownership changes, and security record all reach your data.
You can export the rent roll as a CSV file to save or send to a lender or accountant. The app also lets you choose where to save encrypted backup files in Settings.
Plaid bank import is optional and runs the other way: if you connect a bank through Plaid, transactions come in to SealedFolio through Plaid. SealedFolio works without it.
The SealedFolio brand facts page lists optional Plaid bank import. For the wider case against keeping rental records on a vendor's server, SealedFolio's essay on why rental property data should stay off the cloud covers the breach history.
SealedFolio's local property management software covers four areas of the job, including the rent roll, each running from the same local encrypted vault:
SealedFolio keeps per-unit tenant ledgers, a monthly rent roll with collection rate, one-click monthly rent charges, and late fees applied from the rules you set. It works for a single duplex or a mixed portfolio.
SealedFolio tracks lease terms, renewals, and expiration dates across every property, and its dashboard flags leases ending in the next 30 days. Leases, statements, and receipts go in the encrypted vault, with on-device document scanning.
SealedFolio manages residential rentals and commercial properties side by side, with per-property and portfolio reporting, vacancy tracking, and work orders. When a commercial building needs a formal value, SealedFolio lays out which valuation tools price commercial property, and at what cost.
SealedFolio tracks income and expenses, depreciation schedules, and Schedule E (or T776) tax reports. Check the numbers with the free cap rate, cash flow, or Schedule E calculators.
Free rent roll software exists, and SealedFolio is not part of it. Five landlord tools list a $0 plan on their pricing pages as of October 18, 2026: Stessa Essentials (free, with the tenant ledger and rent roll included), Baselane Core ($0 a month), REI Hub Free ($0 a month at every unit tier, without automatic transaction import), Avail Unlimited ($0 per unit), and TurboTenant Free ($0 a month). A spreadsheet template is free too.
All five free plans are cloud accounts, so your tenant list lives on the vendor's servers, and each one keeps some features for paid tiers. Before you commit a portfolio, check what the free plan leaves out and how the company gets paid. SealedFolio's breakdown of the fees and lock-in behind free property management software covers what to look for. SealedFolio itself is paid from day one, Pro at $19 a month, with a 30-day money-back guarantee instead of a free tier.
SealedFolio keeps a record for each tenant with contact information, unit number, lease dates, rent, payment history, and notes. You can store lease files and other documents under the property. These records stay in the encrypted vault on your device instead of a landlord portal you log into.
SealedFolio Pro is $19 a month or $179 a year for up to 3 properties, covering tenant files, rent roll, and lease tracking for a small portfolio. Portfolio is $39 a month or $297 a year for unlimited properties. Both run on Mac and Windows with no per-tenant fee and no hosted account. Every SealedFolio plan is paid at checkout with a 30-day money-back guarantee on your first payment. See the full breakdown on the SealedFolio pricing page. To see how those flat tiers compare with per-unit cloud pricing as a portfolio grows, SealedFolio's guide to how rental software pricing scales with unit count works through the numbers.
SealedFolio is local property management software, and local-first is a deliberate trade-off. SealedFolio does not process online rent payments, run tenant screening, or syndicate listings, because those require sending tenant data to third parties. If you need those, a cloud platform may fit better, and SealedFolio's ranking of the best rental property software covers the cloud options honestly. The same goes for managing rentals on behalf of other owners, which calls for trust accounting and owner statements. SealedFolio's guide on how to start a property management company covers the licensing, fees and manager software that work involves.
SealedFolio has no iPhone or Android app either. What you get in return is ownership: tenant, lease, and financial records stay on your machine, and the rent roll opens with no internet connection. The other side of that trade, from data resale to lock-in, is laid out in SealedFolio's breakdown of what free property management software really costs. Compare it head to head on the SealedFolio vs Stessa page, or, if income and expenses are your main job, see SealedFolio for landlords.
Yes. SealedFolio is local-first property management software for Mac and Windows. It manages tenants, rent roll, leases, and expenses with your working data stored in an encrypted vault on your own device and no hosted account.
The best rent roll software depends on where you want the data and what you need automated. Stessa includes a tenant ledger and rent roll on its free Essentials plan, Baselane has a $0 Core plan and lists rent roll among its reports, and Buildium, DoorLoop, and Yardi Breeze suit larger portfolios with monthly minimums or per-unit pricing. SealedFolio is the pick if you want the rent roll stored in an encrypted vault on your own Mac or Windows computer, from $19 a month with a 30-day money-back guarantee.
The working rent roll stays in an encrypted vault on your Mac or Windows computer. You can export a CSV to share it. You also choose where encrypted backup files are saved in Settings.
Yes. SealedFolio handles residential rentals and commercial properties: per-unit tenant ledgers, lease tracking with renewal and expiration dates, rent roll with collection rate, and per-property and portfolio reporting.
Yes. SealedFolio runs core workflows, tenant records, rent roll, lease tracking, and expense entry, offline. Your data never has to leave the device.
In SealedFolio, open Analytics, choose the Rent Roll tab, and pick the month. The report lists every active tenant with property, unit, lease dates, rent, amount paid, balance, and status, with expected, collected, outstanding, and collection rate totals on top. Click Export CSV to send a copy to a lender or accountant.
No. SealedFolio is a desktop app for macOS and Windows, with no iPhone or Android app and no web dashboard to log into. Pro activates on 2 computers and Portfolio on 3, so you can keep SealedFolio on a desktop and a laptop and still run the rent roll offline on either one.
SealedFolio is local property management software, and how it compares to a cloud PMS depends on what you need automated. Cloud PMS platforms such as TenantCloud and Buildium bundle online rent collection, tenant screening, and listing syndication behind a hosted account. SealedFolio skips the hosted account and runs rent roll, tenant files, and lease tracking from an encrypted vault on your own Mac or Windows machine, starting at $19 a month with a 30-day money-back guarantee.
SealedFolio's local property management software is the wider toolset, covering tenant files, leases, expenses, and taxes, with rent roll as one part of it. Rent roll software on its own usually means just the one report: what each unit should collect and what it actually collected. SealedFolio covers both, and its dedicated rent roll software page goes deeper on that single report.
SealedFolio keeps a record for each tenant with contact information, unit number, lease dates, rent, payment history, and notes. You can store lease files and other documents under the property. These records stay in the encrypted vault on your device instead of a landlord portal.
SealedFolio Pro is $19 a month or $179 a year for up to 3 properties, covering tenant files, rent roll, and lease tracking for a small portfolio. Portfolio is $39 a month or $297 a year for unlimited properties. There is no per-tenant fee and no hosted account, on Mac or Windows. Every SealedFolio plan is paid at checkout and includes a 30-day money-back guarantee.