Free Tenant Account Statement Excel Template: Arabic & English
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A tenant account statement brings the opening balance, charges and payments into one record so both the property manager and tenant can follow the outstanding amount. Download the free Excel template below. It includes separate Arabic and English worksheets, running balances and period totals.
Download the free Arabic and English tenant account statement Excel template. No registration is required. All amounts are in Saudi riyals. This is an operational tracking template, not an invoice or independent proof of payment.
Account statement, payment receipt or rent schedule?
- Account statement: Shows a tenant’s transactions and balance over a defined period.
- Receipt or payment confirmation: Records a particular payment. Keep its reference when entering the payment in the statement.
- Rent schedule: Sets out the agreed installment dates. Use it to determine what has fallen due by the statement date.
If annual rent is SAR 60,000 in four installments, do not automatically label the whole year as overdue when the first installment becomes due. Keep the contract value, charges due by the chosen date and actual payments distinct.
What is included in the Excel template?
The template has fields for the tenant, property or unit, lease reference, period start and end, and opening balance. Its transaction record contains date, reference, description, charge, payment or approved credit, and running balance.
Each worksheet supports 100 transactions, from row 12 through row 111. Yellow cells are editable inputs. The balance column and summary totals contain formulas. The Arabic and English worksheets operate independently: choose one language for an account instead of splitting its entries between the two sheets.
How to prepare a tenant statement
- Identify the account. Use one file per tenant and lease to avoid mixing amounts from different units.
- Set the period. Enter its start and end dates, then include only transactions within that period. These dates are descriptive fields; the template does not automatically filter entries by date.
- Reconcile the opening balance. Carry forward the verified balance immediately before the period starts. Zero means no prior balance, rather than an account nobody has checked.
- Record each charge. Enter the installment’s due date, description and lease or billing reference, followed by its amount in the charge column.
- Record each payment. Use its actual date, reference and amount credited to the tenant. A payment message and its matching bank transaction represent one payment, not two.
- Explain adjustments. Record an approved reduction separately with its reason and supporting reference, so it cannot be mistaken for a cash transfer.
- Share the reviewed version. Keep the Excel file as the working record. Export the completed area to PDF when you need a fixed statement to send.
Example: a SAR 15,000 installment paid in two parts
The following is an illustrative example, not customer data. The opening balance is zero and a SAR 15,000 installment falls due on October 1, 2026.
| Date | Entry | Charge | Payment | Balance |
|---|---|---|---|---|
| 2026-10-01 | Rent installment | 15,000 | 0 | 15,000 |
| 2026-10-02 | First payment | 0 | 10,000 | 5,000 |
| 2026-10-04 | Remaining payment | 0 | 5,000 | 0 |
On October 2, SAR 5,000 remained outstanding. The second payment clears it. Do not change the original charge to SAR 5,000 after the first payment. Keeping the complete charge and both payments preserves an understandable history.
The running balance formula
Closing balance = opening balance + charges − payments and approved credits. A positive amount is owed by the tenant. A negative amount is a credit in the tenant’s favor. Review due dates before describing an outstanding amount as overdue.
In the template, E5 holds the opening balance, column D holds charges and E holds payments. Column F calculates the balance after each entry. Its first formula is:
=IF(COUNTA(A12:E12)=0,"",$E$5+SUM($D$12:D12)-SUM($E$12:E12))The workbook already contains the formulas. Enter transactions chronologically and do not overwrite column F. After 100 transactions, start a new period’s file with the reconciled closing balance as its opening balance. Entries below row 111 are outside the template’s totals.
Five mistakes that can distort a tenant’s balance
- Mixing riyals and halalas. Enter SAR 15,000 as 15000, rather than 1500000.
- Recording only the gateway’s net settlement. A bank settlement after fees may differ from the payment credited to the tenant. Reconcile the payment and fee expense separately.
- Treating a deposit as rent. Track deposits separately instead of automatically using them to reduce a rent installment.
- Counting the opening balance twice. If it is in E5, do not add it again as a new charge.
- Hiding corrections. Record the adjustment and explanation instead of deleting an earlier entry without a clear history.
When does an office need collection software?
Separate files become harder to manage when several employees handle the same leases, partial payments are frequent, or the team needs an up-to-date account view. Osool brings lease records, collections and tenant statements into the agency workspace. Explore Osool’s property management features and rent collection tools to see whether they fit your workflow.
Before adding a new amount at renewal, check our Riyadh rent-freeze guide if the unit falls within the relevant area. Correct arithmetic does not establish that a proposed charge is valid.
Frequently asked questions
Is the tenant statement template free?
Yes. Download it directly without registering. It includes independent Arabic and English worksheets.
Does this template calculate VAT?
No. Enter the amount from the approved billing document after its tax treatment has been checked. This statement does not determine VAT or issue a tax invoice.
Can I create a tenant statement PDF?
Yes. After reviewing the account, select the completed data area, adjust the print settings and use Excel’s PDF export. Check the preview to ensure all columns are visible.
How do I enter a partial payment or overpayment?
Enter the actual amount in the payment column. A partial payment reduces the balance. An overpayment may create a negative balance representing a tenant credit.
Start with the template, then bring your lease follow-up into one workspace: try Osool free for 15 days, with no credit card.
