Property Maintenance Operations Spreadsheet
A simple five-tab spreadsheet that keeps your jobs, invoices, materials, revenue, and chases in one place across electrical, plumbing, gas, heating, and general maintenance work — so you always know where the business stands.
What's included
- Cross-trade job tracker with status, value, and date columns
- Invoice tracker with due dates and paid dates
- Materials cost log linked to job references
- Monthly revenue summary (completed vs invoiced vs paid)
- Outstanding payments list with chase date reminders
- Instructions for each tab with column definitions
- Pre-formatted for Google Sheets and Microsoft Excel
The 5 tabs
Job tracker
Date | Customer | Address | Job type | Value | Status
Track every maintenance job from booked to complete. Status options: Booked, In progress, Complete, Invoiced. Colour-coded so you can see outstanding work at a glance.
Invoice tracker
Job ref | Amount | Invoice date | Due date | Paid date
Cross-reference with the job tracker. Conditional formatting highlights invoices overdue by 7, 14, and 30+ days so nothing slips through.
Materials cost log
Job ref | Supplier | Item description | Cost
Log every materials purchase against the job it belongs to. Sum per-job to see your actual material costs and check your quoted margin held.
Monthly revenue summary
Month | Jobs completed | Revenue invoiced | Revenue received
Auto-calculates from tabs 1 and 2. Shows your revenue gap (invoiced but not yet received) — vital for cashflow planning.
Outstanding payments
Customer | Invoice ref | Amount | Days overdue | Next chase date
Pulled from the invoice tracker. Set your chase date and add notes from each call. Clear the row once paid to keep the list clean.
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