A rental maintenance schedule that tells you what is due
A maintenance list is useless if you have to remember to read it. Store when each job was last done and how often it repeats, and let the sheet work out the next due date.
Three columns do the work
- Every: how many months between jobs (3 for HVAC filters, 12 for the furnace).
- Last done: the date you or your contractor did it.
- Next due:
=EDATE(LastDone, Every). Change the last-done date and next-due moves forward.
Add a status: =IF(Next<TODAY(),"Late", IF(Next-TODAY()<=30,"Due soon","")), then color red and amber with conditional formatting.
The sample schedule, soonest first
| Job | Where | Every | Last done | Next due | Status |
|---|---|---|---|---|---|
| Smoke and CO detector test | 1907 Larkin Rd | 6 mo | Apr 29, 2026 | Oct 29, 2026 | Late, 9 days |
| Furnace service | 88 Fenwick Ave | 12 mo | Nov 15, 2025 | Nov 15, 2026 | Due in 8 days |
| Gutter clean | 412 Alder St | 6 mo | May 28, 2026 | Nov 28, 2026 | Due in 21 days |
| Water heater flush | 1907 Larkin Rd | 12 mo | Dec 2, 2025 | Dec 2, 2026 | Due in 25 days |
| Window and door weatherstrip | 412 Alder St | 12 mo | Dec 13, 2025 | Dec 13, 2026 | In 36 days |
| HVAC filter change | 412 Alder St | 3 mo | Sep 20, 2026 | Dec 20, 2026 | In 43 days |
| Faucet and toilet leak check | 1907 Larkin Rd | 6 mo | Jul 1, 2026 | Jan 1, 2027 | In 55 days |
| Pest control | 1907 Larkin Rd | 3 mo | Oct 16, 2026 | Jan 16, 2027 | In 70 days |
24 jobs worth tracking on a small rental
Doorledger loads these with the interval most landlords use. Change any interval to match your climate, equipment or lease.
| Job | Every |
|---|---|
| Smoke and CO detector test | 6 months |
| Furnace service | 12 months |
| AC service | 12 months |
| HVAC filter change | 3 months |
| Gutter clean | 6 months |
| Water heater flush | 12 months |
| Dryer vent clean | 12 months |
| Fire extinguisher check | 12 months |
| Roof inspection | 12 months |
| Chimney sweep | 12 months |
| Pest control | 3 months |
| Sump pump test | 6 months |
| Septic pump | 36 months |
| Exterior caulk and seal check | 12 months |
| Deck or porch inspection | 12 months |
| Window and door weatherstrip | 12 months |
| Faucet and toilet leak check | 6 months |
| GFCI outlet test | 6 months |
| Range hood filter clean | 6 months |
| Refrigerator coil clean | 12 months |
| Sprinkler winterize | 12 months |
| Lawn and landscaping | month |
| Snow removal contract renew | 12 months |
| Smoke detector battery swap | 12 months |
Smoke and CO detector rules, and who must test them, differ by state and city. Check your local code.
Skip building it. Doorledger has these 24 jobs loaded, with red and amber flags and a Monday view of what is due this week. The full Doorledger workbook ($29 once, no monthly fee) adds a Monday view, 24 recurring repair jobs, leases, deposits, expenses and a Year summary by Schedule E line.