How to complete your Provestor property transactions spreadsheet
As part of your self-assessment tax return service, we need you to complete our rental income spreadsheet so we can accurately prepare your return. This guide explains exactly how to fill it in.
Download our spreadsheet template here
The spreadsheet is structured with a Summary tab and a separate tab for each of your properties. You only need to fill in the property tabs - the Summary tab is calculated automatically.
Step 1: Enter the Tax Year
At the top of each property tab, you'll see a Tax year field. Enter the tax year you are reporting for - for example, 2025/26.
Step 2: Fill In Your Property Details
Each property tab begins with two sections that help us understand your property and your tenants.
Property Details
Complete one row per property with the following information:
| Field | What to enter |
|---|---|
| Property address & postcode | The full address including postcode |
| Property type | E.g. flat, terraced house, semi-detached |
| No. Bedrooms | Number of bedrooms |
| Furnished | Yes or No |
| Date Purchased | When you bought the property |
| Purchase amount | The price you paid |
| Current value | Your best estimate of current market value |
| Agents | Name of any letting agent managing the property (if applicable) |
| Owners | Your name, or all owners if jointly owned |
| Property split | If jointly owned, the percentage split — e.g. 50/50 |
Property Tenants
Complete one row per tenancy. If you had more than one tenancy during the year (e.g. a change of tenant), add a row for each.
| Field | What to enter |
|---|---|
| Move-in date | When the tenancy started |
| Renewal date | When the tenancy was last renewed (if applicable) |
| Ongoing renewal period | E.g. monthly rolling, 12 months |
| Rent amount | The monthly rent agreed |
| Tenant name | Full name(s) of the tenant(s) |
| Mobile number | Tenant's contact number (optional) |
| Email address | Tenant's email address (optional) |
| Deposit scheme | The name of the scheme used to protect the deposit |
Step 3: Record Your Rental Income
The Payments section is where you record all money received and paid out during the year. Amounts are entered month by month, April through to March. The spreadsheet totals each row automatically.
Rental Income
Enter amounts in the relevant month column for the following rows:
| Row | What to include |
|---|---|
| Rent received | The rent paid by your tenant each month |
| Fees received | Any other income received, such as application fees or admin charges |
Pro Tip
Enter the amount actually received in the month it landed in your bank account. For example, if your tenant pays on the 1st of each month, enter it in that month's column.
Step 4: Record Deposits
Use the Deposit Payments section to record any deposits received or returned during the year. This is separate from rental income and is not taxable, but we need it for completeness.
| Row | What to include |
|---|---|
| Deposit received | Any deposit paid to you by a tenant |
| Repayment of deposit | Any deposit returned to a tenant at the end of a tenancy |
Note
If you deducted money from a deposit for repairs or unpaid rent, only enter the amount you actually returned to the tenant under 'Repayment of deposit'. Let us know in the notes if any deductions were made.
Step 5: Record Your Expenses
There are three expense sections, each broken down by month. Enter amounts in the relevant month column.
Mortgage & Repairs
| Row | What to include |
|---|---|
| Mortgage repayments | The full monthly mortgage payment (capital + interest) |
| Mortgage interest payments | The interest-only portion of your mortgage payment — check your mortgage statement if unsure |
| Painting | Decoration costs including painting and wallpapering |
| Plumbing | Any plumbing repairs or callouts |
| Electrical | Electrical repairs, PAT testing, rewiring |
| Appliances | Repair or replacement of appliances such as white goods |
| Outside contractors | Any tradespeople not covered by the categories above |
| Other | Any other repair costs that don't fit the above |
Note
Why we need both mortgage rows: Only the interest portion of your mortgage is tax-deductible (as a finance cost credit) — capital repayment is not. If you're unsure of the split, your lender's annual statement will show the breakdown.
Running Costs
| Row | What to include |
|---|---|
| Cleaning/maintenance | Regular cleaning, gardening, and general upkeep |
| Gas | Gas bills paid by you as landlord (e.g. during void periods) |
| Electric | Electricity bills paid by you as landlord |
| Water | Water bills paid by you as landlord |
| Council tax | Council tax paid by you (e.g. during a void period) |
| Letting / Management fees | Any fees charged by a letting or management agent |
| Other | Any other running costs not covered above |
Other Operating Expenses
| Row | What to include |
|---|---|
| Advertising | Costs of advertising the property to find tenants |
| TV licences | Any TV licence you pay as landlord (e.g. furnished HMO) |
| Other | Insurance, EPC costs, gas safety certificates, legal fees, and anything else not covered above |
Pro Tip
Not sure which category to use? Use the 'Other' row in the most relevant section and leave us a note. We'd rather you include something with a query than leave it out entirely.
Step 6: Repeat for Each Property
Complete tabs Property 1 through to Property 6 as needed - one tab per property. If you have fewer than six properties, simply leave the unused tabs blank.
The Summary tab will automatically total up figures across all properties. You don't need to edit it.
Common Expenses You Can Claim
Not sure what's claimable? Here are some of the most common allowable expenses for landlords:
Letting agent fees — including management and tenant-find commissions
Landlord insurance — including buildings insurance and rent protection
Repairs and maintenance — such as fixing wear and tear, gardening, and redecorating between tenancies
EPC and Gas Safety certificates — legally required and fully deductible
Advertising costs — to find tenants
Accountancy fees — your Provestor services are an allowable expense
For a full list, take a look at our complete guide to allowable property expenses on the Provestor help centre.
Final Checklist Before You Return the Spreadsheet
The tax year is filled in at the top of each property tab
Property details and tenant information are completed for each property
Rent received is entered month by month in the Rental Income rows
All expenses are entered in the correct section and the right month
Both mortgage rows are completed (total repayment and interest-only split)
Nothing personal is included (only property-related transactions)
Any uncertain entries have a note in the 'Other' section for your accountant
If you have any questions about how to fill in the spreadsheet, please get in touch with your Provestor accountant and we'll be happy to help.