Property Maintenance Log & Repair Cost Tracker
Repair jobs measured against response targets by urgency, cost per unit per year against rent, category and contractor totals, and open jobs by age.
Property Maintenance Log & Repair Cost Tracker is a free Excel workbook: 4 sheets, 466 live formulas and realistic sample data throughout, 22 KB as .xlsx.
The formulas are printed on this page, unedited, so you can check the method before downloading anything. Swap in your own numbers and the whole file recalculates — which is the part no chat window can hand you. Opens in Excel, Google Sheets, Numbers and LibreOffice; no add-in and no macro.
A look inside
This is a real slice of the Jobs sheet from the actual file — not a screenshot, and not a mock-up. Cells shown in violet are live formulas, exactly as they arrive.
| # | Ref | Contractor | Urgency | Cost | Completed | Target days | Status |
|---|---|---|---|---|---|---|---|
| 4 | J001 | Bell & Sons Builders | Routine | £285 | 2025-12-20 00:00:00 | =INDEX(Summary!$B$4:$B$6,MATCH(F4,Summary!$A… | =IF(H4="","Open","Closed") |
| 5 | J002 | Sparks Electrical | Routine | £735 | 2026-04-05 00:00:00 | =INDEX(Summary!$B$4:$B$6,MATCH(F5,Summary!$A… | =IF(H5="","Open","Closed") |
| 6 | J003 | Reid Plumbing | Urgent | £415 | =INDEX(Summary!$B$4:$B$6,MATCH(F6,Summary!$A… | =IF(H6="","Open","Closed") | |
| 7 | J004 | Reid Plumbing | Emergency | £855 | 2025-11-28 00:00:00 | =INDEX(Summary!$B$4:$B$6,MATCH(F7,Summary!$A… | =IF(H7="","Open","Closed") |
| 8 | J005 | Reid Plumbing | Routine | £660 | 2026-05-25 00:00:00 | =INDEX(Summary!$B$4:$B$6,MATCH(F8,Summary!$A… | =IF(H8="","Open","Closed") |
| 9 | J006 | Sparks Electrical | Routine | £245 | 2026-03-09 00:00:00 | =INDEX(Summary!$B$4:$B$6,MATCH(F9,Summary!$A… | =IF(H9="","Open","Closed") |
| 10 | J007 | AJ Property Services | Routine | £510 | 2026-07-28 00:00:00 | =INDEX(Summary!$B$4:$B$6,MATCH(F10,Summary!$… | =IF(H10="","Open","Closed") |
| 11 | J008 | Bell & Sons Builders | Routine | £475 | 2026-06-08 00:00:00 | =INDEX(Summary!$B$4:$B$6,MATCH(F11,Summary!$… | =IF(H11="","Open","Closed") |
What’s in the file
What it explains
- Response time only means something against a target
- Cost per unit per year is the number that finds the problem property
- Open jobs by age, not by count
Download it
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<a href="https://www.datahubpro.co.uk/excel-templates/property-maintenance-log">Property Maintenance Log & Repair Cost Tracker</a> — free Excel template from DataHub Pro
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