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Free rental recordkeeping tool

Rent Balance Calculator for Partial Payments

Add the opening balance and this period’s rent charge, then enter each payment separately. This rent balance calculator shows the amount still owed, a zero balance or an account credit. Dates and references help you preserve the payment trail.

Check a rent balance

The default amounts are a fictional example. Enter money in a single currency, with no more than two decimal places.

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Payments received

Record each verified payment once. The calculator uses all entered payments and does not decide which rent period a payment legally covers. Dates and references are optional but help with reconciliation.

The sample account opens at $200, adds $1,200 rent and receives $700 and $400. Its remaining balance is $300.

Your entries stay in this tab. They are not sent to SheetChief or saved for your next visit. Use short references rather than private tenant details.

The rent balance formula

Closing balance = opening balance + rent charged − payments recorded. Keep each payment as its own entry so the total can be checked against receipts or bank records.

In the fictional example, $200 + $1,200 − $700 − $400 = $300 still owed. If payments instead total $1,500, the calculation gives −$100, shown as a $100 account credit.

Payments are calculated in cents to avoid small binary rounding differences. The export preserves entry order. If you need a chronological running ledger, arrange your entries in date order before exporting.

Before using the balance

  • Check the opening balance against the previous period’s closing record.
  • Confirm each payment’s amount and reference against its supporting record.
  • Include the rent charge once and avoid duplicate payment entries.
  • Keep deposits, fees, refunds and unrelated costs in clearly labeled records.
  • Keep a copy of the export with your supporting records.

This tool demonstrates recordkeeping arithmetic. It does not determine lease terms, payment allocation, late fees, notices or legal rights. See the rent ledger guide for partial payments for a detailed example.

Questions about this calculator

How do I calculate a remaining rent balance?

Add the opening balance to the rent charged, then subtract payments recorded. For example, 200 + 1,200 − 700 − 400 leaves a balance of 300.

What does a negative opening or closing balance mean?

In this calculator, a negative balance represents an account credit. It does not determine how a credit must be applied under a lease or local rules.

Does entering a payment collect money from the tenant?

No. Enter only payments you have separately verified. This tool calculates a recordkeeping balance and does not collect payments, verify bank transactions or issue legal notices.

Is the rent calculation saved automatically?

No. Inputs stay in the current browser tab and are not sent to SheetChief or stored for a later visit. Download the CSV if you need a copy, and keep it with your supporting payment records.

For ongoing records

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These paid Etsy products are separate from this free calculator. Check their listings for the included features.