Best Free Rent Roll Software for Landlords 2026

You've successfully scaled your portfolio to a few units, and suddenly, that simple Excel sheet you used for your rent roll has become a nightmare.

You know the drill: chasing down rent payments, trying to remember who paid with Venmo versus a check, manually logging the income, and hoping you didn't miss a late fee. By the time you finally update your rent roll, it feels outdated because the next payment is already due.

The solution is adopting the right rent roll software that automates this drudgery. It connects directly to your online rent collection, updates your ledger in real-time when the rent clears, and makes year-end tax reporting simple. In this guide we’ll share 5 best rent roll software that you can choose from and make rental finances simpler.

Key takeaways

• Rent roll software is a core tool for modern landlords, automating the tracking of rental income, lease terms, and tenant payment status to replace manual spreadsheets.
• Must-have features include integration with rent collection software for real-time updates, automated general ledger and performance insights, and tax-ready reporting.
• Avoid platforms that limit the number of units or essential features on their free plan. Choose a tool that offers unlimited units and grows with your portfolio.
• Avoid pitfalls like using generic business software not built for unit-level tracking (Schedule E) and relying on multiple disconnected tools for banking, bookkeeping, and rent tracking.
• Baselane is the top-rated choice for an all-in-one platform, providing free, integrated banking, automated bookkeeping, and online rent collection with real-time rent roll and ledger updates

Benefits of rent roll software

Rent roll software moves your business beyond spreadsheets, offering direct and tailored benefits no matter your scale.

• Small portfolios (1-4 units): Time savings and streamlined professionalization for the DIY landlord. A tool like Baselane creates an essential digital financial foundation from day one, allowing you to quickly move past manual entry.
• Medium portfolios (5-20 units): Critical efficiency and enhanced financial control to maintain profitability during growth. Focus shifts to reliable cash flow and automated reporting for portfolio health.
• Large portfolios (20+ units): Advanced operational scalability and precise data for sophisticated analysis. The need transitions to robust features like team management and integration with enterprise-level accounting systems.

Must-have features to look for in a free rent roll software

When evaluating rent roll software, focus on the following non-negotiable features to find the best fit based on your portfolio and business needs.

• Rent collection integration: Verify that the software links directly with your online rent collection software to get instant rent roll updates. Also check if the platform offers rent payment tracking, late fee charges, and payment reminders.
• Ledger and performance insights: Check if the platform automatically generates a detailed fillable rent ledger and provides rental performance data. Look for metrics that show performance per property and per unit, giving you a clear financial snapshot beyond just the total balance.
• Tax-ready reporting: Consider systems that offer built-in accounting with automated expense categorization to generate specific, customizable tax reports.
• Unlimited units and scalability: Look for a provider that allows for the management of an unlimited number of properties and units in the free tier.
• Tenant and lease data tracking: Assess the system’s capacity to store and track core rent roll components: lease start and end dates, renewal notifications, and security deposit details. This’ll help you run internal analysis and due diligence based on current information.
• Integrated banking: While not common, a software that offers integrated banking will help you separate rental finances per property and keep non-commingled financial records. We highly recommend looking for this feature.

How we evaluated the top free rent roll software

We focused exclusively on software that offers a free plan to start with and paid plans to give advanced features that we mentioned in our features criteria above.

A lot of the software in this list offers a complete integrated platform that goes beyond rent roll while others are focused on accounting with built-in rent collection software.

Lastly, we picked solutions that cater to small to enterprise level portfolios to help you find the right solution if you’re considering scaling.

Here’s a quick rundown of features we looked at in our evaluation

• Cost: We looked for truly free core features, scrutinizing hidden transaction fees, unit limits, and charges passed on to tenants.
• Financial integration: We prioritized platforms with built-in banking, automated bookkeeping, and seamless rent payment system integration.
• Tax readiness: We analyzed each platform's ability to automate expense tracking and generate accurate, tax-ready reports like Schedule E.
• Scalability: We favored software that offers unlimited units and doesn't penalize landlords for growing their portfolios.

Top rent roll software for DIY landlords in 2026

Baselane

Baselane is a banking platform built for real estate investors that offers built-in rent collection with real-time rent roll and tenant ledger reporting. We offer a detailed report that you can use to use the rent roll to assess monthly cash flow, monitor occupancy rates, and share with lenders during refinancing or loan applications.

Unlike traditional banks, Baselane integrates rent collection with banking and bookkeeping, giving your rental finances a single source of truth. When a tenant pays rent online, the income is automatically categorized, reflected in your ledger, and tracked in a property-specific bank account.

Key features

• Real-time rent roll and ledger that update automatically when rent is paid.
• Automated rent collection, reminders, and late fee application for reliable cash flow.
• AI bookkeeping auto-categorizes transactions to Schedule E categories, directly feeding tax-ready reports.
• Integrated banking with unlimited property-specific checking and high-yield savings accounts to perfectly separate funds.

Pricing

The core Baselane platform, including banking, rent collection, automated bookkeeping, and reporting, is free to use. Our paid plan, Baselane Smart, costs $20/mo and offers custom categories, priority support, shared access, and auto-tagging and categorization.

Stessa

Stessa is a property management solution that helps you buy, manage, and sell rental properties. Its built-in accounting and rent collection is where it shines. You can run a rent roll, offer flexible payment methods to tenants, and organize your books.

Key features

• Supports ACH, credit /debit cards rent payments
• Generate rent roll based on the expense categorization through its accounting feature
• Financial dashboard and performance tracking.

Pricing

Stessa has a free plan that offers rent collection features including rent roll reporting for 1 portfolio. Its paid plans start at $12/mo.

TurboTenant

TurboTenant is a strong platform for tenant acquisition and basic property management, with a strong focus on screening, listing, and lease management. Its rent roll is derived from its online rent collection tools, which include recurring charges and automatic reminders.

Key features

• Online rent collection with autopay options for tenants.
• Free rental advertising on top listing sites and tenant screening (applicant-paid).
• Detailed payment history in the dashboard.

Pricing

TurboTenant offers a free plan offering rent tracking and rent roll features. Its paid plan starts at $12.42/mo.

Innago

Innago is a simple and affordable rental property management solution focused on landlords managing a small portfolio. While not as advanced as other software on the lists, it offers a detailed rent roll as part of its reporting featurers and also supports online rent collection.

Key features

• Tenant screening, lease tracking, and maintenance reporting.
• Online rent payments (ACH and card) with automated late fee reminders.
• Tenant portals for easy rent payment and communication.

Pricing

Innago is free for landlords and passes most of the payment fees to tenants for online rent payment.

TenantCloud

TenantCloud is a property management software that offers rent collection and reporting within its pool of features. Its rent roll capability is central to its platform, giving users a high-level view of all leases and payment statuses.

Key features

• Online rent collection with customizable due dates, late fees, and partial payment options.
• Vacancy tracking and listing syndication to popular sites.
• Maintenance tracking and vendor coordination.

Pricing

TenantCloud doesn’t offer a free plan but you can get a 14-day free trial for the paid ones. Pricing starts at $16.50/mo.

Role of AI in rent roll management

AI has been setting its roots across banking and property management software. From auto-tagging transactions to analyzing the rent roll and offering recommendations, the future of this software is AI-powered.

Some of the core use cases of AI in rent roll that we are seeing now and will see in the future include:

• Data extraction: AI-powered systems automatically read and extract key financial and operational data, such as rental rates, lease dates, and fees, directly from documents like digital leases.
• Predictive analysis: It analyzes payment patterns and historical data to generate dynamic cash flow forecasts and identify potential delinquency risk before it occurs. This capability will allow you to make proactive, strategic decisions on a property-by-property basis.
• Automated bookkeeping: This is where AI is already being used. For example, at Baselane, all your transactions are auto-tagged based on transaction type and tied to a specific property.

Data extraction, when combined with predictive analysis and automated bookkeeping, ensures the rent roll is instantaneously and perpetually accurate. This eliminates manual reconciliation and ensures all income and expenses are correctly allocated for tax compliance.

Expert tips and common mistakes to avoid when choosing software

Selecting the right rent roll report software can feel overwhelming, but avoiding a few common pitfalls can ensure you make a choice that serves your portfolio for years to come. Many landlords are drawn to flashy features while overlooking the financial fundamentals that truly drive efficiency. Here are expert tips to guide your decision.

Choosing generic real estate software

If you go with a generic software (like Quickbooks or spreadsheets) that isn't built for Schedule E or unit-level tracking, you face manual expense categorization, complex reconciliations, and the inability to generate accurate tax reports with a single click.

Solution: Choose a platform that is tailor-made for real estate investment and includes built-in Schedule E-ready reporting.

Using three separate tools to handle banking, bookkeeping, and rent tracking

This forces you to manually cross-reference data and duplicate effort, meaning your rent roll is outdated as soon as a payment clears, leading to a high risk of errors and missed deductions.

Solution: Verify that the rent roll platform links directly to your banking and automated rent collection system to ensure real-time updates of payment statuses and balances.

Overlooking in-depth rental finance reporting needs

Settling for software that provides only portfolio-level income totals without the ability to analyze profitability per property or per unit. Without this granular data, you lose the ability to make informed, surgical decisions on rent adjustments, expense control, or selling underperforming assets.

Solution: Pick a tool that provides real-time analytics to track performance per unit and explicitly check if it tracks core rent roll components like lease start/end dates and security deposit details.

Prioritizing "Free" over scalability

Selecting a platform with a free tier that limits essential functions like the number of units, fast payouts, or the ability to link multiple bank accounts. Growth becomes a penalty, forcing you into an expensive, restrictive paid plan or facing the headache of migrating all your data later.

Solution: Look for a provider that offers an unlimited unit count and a flexible feature set in its free tier. Migration is painful, so choose software that scales with your portfolio.

Run rent roll with Baselane

All the software we shared has something unique to offer but not all of them might be a good fit. Consider your portfolio, growth goals, and problems you’re trying tio solve to find the one that fits perfectly into your rental business.

But, no matter your portfolio, you could benefit from choosing an integrated solution that brings rent collection at the forefront and ties it to your banking and accounting. Baselane is the best at that and the fact it’s built for investors and landlords like you gives it an upper hand above all the others in the list.

To ensure your rent roll uis accurate, updated in real-time, and you have control over your cash flow, give Baselane a try. Sign up for our free plan today!