What is the best way to record rent payments in 2026
Comparison of payment registration methods from Excel to specialized software. Pros, cons and recommendations for different portfolio sizes.
Introduction to rent payment records
Correct payment records are a fundamental pillar of successful renting. Without an overview of who is paying on time, who owes and how much, the landlord will quickly get into trouble. In this article, we'll compare different methods of recording payments - from paper notebooks to Excel to specialized software - and help you choose the most suitable one for your situation.
Why is payment recording so important
Financial overview
Quality records allow you to:
- See debtors immediately
- Track cashflow in real time
- Plan expenses and investment
- Prepare documents for tax returns
- Document income when applying for a mortgage
Legal protection
In case of disputes, you need:
- Proof of received payments
- History of reminders
- Documents for legal proceedings
- Proof of correct billing
Effectiveness of management
S using the system:
- Save time checking payments
- Automatically detect discrepancies
- Quickly prepare bills
- Reduce administrative burden
Method 1: Paper records
How it works
Traditional method of records using:
- Booklet with an overview of payments
- Folder with documents for everyone of the tenant
- Manual records of amounts received
- Paper income documents
Advantages of paper records
- Zero cost of software
- Does not require technical knowledge
- Independence from technologies
- Physical document in hand
Disadvantages of paper records
- Time consuming management
- Risk of loss or damage
- Difficult search
- Impossibility of automation
- Missing overviews and statistics
- Problematic sharing with accountant
Who is it suitable for
- Landlords with 1-2 properties
- Older generations who do not work with a computer
- Add-on for digital records
Method 2: Excel or Google Sheets
How works
Spreadsheet with:
- Sheets for individual properties/tenants
- Columns for months and expected/actual payments
- Formulas for totals and checks
- Conditional formatting for highlighting
Benefits of spreadsheets
- Low or zero costs
- Flexibility and customization
- Basic automation (formulas)
- Easy sharing (Google Sheets)
- Option to export data
- Most people know how to work with Excel
Disadvantages of tabular records
- Manual entry of payments
- Risk of errors in formulas
- Difficult management during portfolio growth
- Missing connection with the bank
- No automatic reminders
- Limited options reports
Example of Excel table structure
| Tenant | Apartment | Moon | Expected | Paid | Date | The difference | Status |
|---|---|---|---|---|---|---|---|
| Jan Novák | 2+1 Vinohrady | 01/2026 | 15,000 | 15,000 | 3/1/2026 | 0 | OK |
| Peter Svoboda 3+kk Smíchov | 01/2026 | 22,000 | 0 | - | -22,000 | DEBT |
Who is it suitable for
- Portfolios of up to 5-10 properties
- Landlords with basic IT literacy
- Transitional solution before switching to software
Method 3: Specialized software
How it works
Application designed for rental management:
- Central database of properties and tenants
- Automatic generation of payment regulations
- Connection with bank account
- Automatic matching of payments
- Generation of reminders and documents
- Dashboards and overviews
Advantages of specialized software
Automation:
- Automatic loading of payments from the bank
- Matching according to variable symbol
- Generation of reminders
- Automatic billing of services
Transparency:
- Dashboard with key metrics
- Immediate overview of debtors
- History of all transactions
- Reports and statistics
Time saving:
- Eliminates manual entry
- Quick search
- Prepared documents
- Export for accountant
Professionalism:
- Client zone for tenants
- Automatic confirmation of payments
- Professional communication
Disadvantages of specialized software
- Monthly license costs
- Necessity of training
- Dependence on provider
- Necessity of Internet connection
Comparison of popular solutions
Grento:
- Complete solution for the Czech environment
- Connection with Czech banks
- Billing according to Czech legislation
- Price: from 149 Kč/month
Foreign alternatives:
- They often do not support Czech specifics
- Missing Czech bank connection
- Billing does not comply with the law
- Language barrier
Who is it for suitable
- Portfolios from 3-5 properties above
- Landlords who want to save time
- Professional property managers
- Those who want to grow
Method 4: Banking application with categorization
How it works
Use of advanced internet banking features:
- Automatic categorization of incoming payments
- Tags and transaction notes
- Rules for recognizing payments
- Export to accounting systems
Advantages
- No additional costs
- Payments directly in the banking system
- Automatic recognition VS
- Immediate overview
Disadvantages
- Limited record keeping options
- Missing management of contracts and documents
- No automatic reminders
- Unable to generate a bill
Who is it suitable for
- Supplement to another registration method
- Landlords with 1-2 properties
- Those who do not want to pay for the software
Comparison of methods
By portfolio size
| Number of properties | Recommended method |
|---|---|
| 1-2 | Excel or paper |
| 3-5 | Excel or basic software |
| 6-10 | Specialized software |
| 10+ | Professional software is a must |
According to time requirements
| Method | Time for 10 payments/month |
|---|---|
| Paper | 60-90 minutes |
| Excel | 30-45 minutes |
| Unlinked Software | 15-20 minutes |
| Banking Linked Software | 5-10 minutes |
According to costs
| Method | Monthly cost |
|---|---|
| Paper | 0 Kč |
| Excel/Sheets | 0 Kč |
| Core Software | 99-199 Kč |
| Professional software | Kč 199-499 |
How to switch to the new system
Step 1: Data preparation
Before switching to the new system, prepare:
- List of all properties
- Current rental contracts
- Contacts with tenants
- Payment history (at least 12 months)
- Current status receivables
Step 2: Solution selection
Selection criteria:
- Portfolio size and growth plan
- Software budget
- Technical capabilities
- Needed features
- Customer support
Step 3: Implementation
Rollout procedure:
- Account creation and settings
- Import of real estate and tenants
- Connection with bank account
- Payment history import
- Setting up automatic processes
- Test period
Step 4: Parallel operation
We recommend:
- 1-2 months to keep records in both ways
- Compare results
- Debug any problems
- Fully switch only after verification
Most common errors in payment registration
Error 1: Postponing entries
Problem: Forgetting to record payments on time Solution: Regular daily or weekly review ritual
Mistake 2: Missing variable symbols
Problem: Payments cannot be assigned automatically Solution: Consistently require VS in contract
Mistake 3: Not addressing debts
Problem: Postponing reminders and increase in debt Solution: Automatic reminders immediately when due
Error 4: Missing archiving
Problem: Loss of historical data Solution: Regular backups and cloud storage
The future of payment records
Trends in the year 2026
Automation:
- AI matching of payments
- Prediction of payment morality
- Automatic legal actions
Integration:
- Open banking connection
- Connection with accounting systems
- Integration with authorities
Mobility:
- Full management from the phone
- Real-time notification
- Immediate overview
Conclusion and recommendations
The choice of method of recording payments depends on the size of the portfolio, technical capabilities and budget. Our recommendation:
- Starting landlords (1-2 apartments): Excel is sufficient, but be prepared to transition
- Growing portfolios (3-10 apartments): Invest in specialized software
- Professional managers (10+ apartments): Software with bank connection is a must
The key is to choose a solution that you will actually use. The best system is the one that saves you time and prevents problems. With a growing portfolio, the investment in quality software will quickly return in the form of time saved and payments collected on time.
> Czech-law scope and editorial note: Legal, tax, accounting, tenancy, service-charge, condominium, metrology, insurance and data-protection statements in this article refer to the Czech Republic and the rules effective for the relevant date. Figures and examples are illustrative, not legal or tax advice. Verify current rules with the relevant Czech authority or a qualified adviser.