Canada · Rent records guide
How to Track Rent Payments as a Landlord
Record every rent payment the day it arrives, against the tenant, the unit and the period it covers: the date, the amount, how it was paid, and anything still owing. Keep the bank confirmation with it. In Ontario, give a receipt when a tenant asks, and generally keep rental records for six years from the end of the tax year.
The one rule
Same day
Record each payment the day it arrives. Records written up weeks later are where mistakes start.
What should you record for each rent payment?
- Date received: the day the money actually arrived, not the due date.
- Amount: what came in, and anything still owing for that period.
- Method: e-Transfer, cheque, cash or another method.
- Period: the month (or week) the payment is for, and the unit.
- Proof: the bank confirmation, the cheque details, or a copy of the receipt you gave.
How do you record partial or late rent?
Record what actually arrived, on the day it arrived, and carry the difference as owing for that period. If $1,500 of $1,800 came in, the month isn't paid: $300 is still owing.
When the rest arrives, record it as a second payment against the same period. Keep any payment arrangement with the tenant in writing, so your records and your messages tell the same story.
Do you have to give your tenant a rent receipt?
In Ontario, yes, if they ask: landlords must give a tenant a free receipt for rent, a deposit or other charges, including a former tenant who asks within 12 months after the tenancy ends.
In Quebec, a tenant who pays rent in cash is entitled to a receipt. Other provinces have their own rules, so check yours before you rely on a bank confirmation alone.
A bank confirmation proves money moved, but it doesn't say which unit or month it was for. A receipt names the tenant, the unit, the amount, the date and what the payment was for.
How long should you keep rent records?
The CRA's general rule is to keep your records and supporting documents for six years from the end of the tax year they relate to. Rental income and expenses are usually reported on Form T776, Statement of Real Estate Rentals.
Keep the payment record and its proof together, by tax year, so a year's rent can be totalled in minutes.
Is a spreadsheet good enough?
For a unit or two, often yes, as long as it has the five columns above and you update it every time money arrives.
Spreadsheets slip when payments arrive on different days, someone pays in two parts, or a reminder has to go out. That's the point where software that sends reminders and keeps each payment against the right tenant and month starts saving time.
A simple monthly routine
- 1
Before the due date
Check who owes what this period, and send a reminder a few days ahead.
- 2
When money arrives
Record it the same day against the tenant, unit and period.
- 3
Match the proof
Keep the bank confirmation or cheque details with the record.
- 4
Follow up on anything owing
Promptly and in writing, with the amount and the period.
- 5
Once a year
Total the year's rent for your T776 and file the records by tax year.
Don't let a bank notification be your only record
Notifications get deleted and don't say which month a payment was for. Write the record yourself, then keep the notification as proof.
Frequently asked questions
Is a bank confirmation enough as a rent record?
It proves the money moved, but not which unit or month it paid for. Record each payment against the tenant, unit and period, and keep the confirmation as proof.
Do I have to give a receipt if my tenant pays by e-Transfer?
In Ontario, yes: landlords must give a free receipt for rent when a tenant asks, whatever the payment method. In Quebec, a tenant who pays in cash is entitled to a receipt. Check your own province's rules.
How long should I keep rent records?
The CRA's general rule is six years from the end of the tax year the records relate to.
How do I record a partial rent payment?
Record the amount that arrived on the day it arrived, and carry the balance as owing for that period until the rest is paid.
Can I track rent in a spreadsheet?
Yes, if it records the date, amount, method, period and proof for every payment and you update it each time money arrives. Software helps once reminders and partial payments start to slip.
Rent tracking without the spreadsheet
Automanagement shows each month's rent in your tenant's portal, sends email reminders before and on the due date, and lets you confirm each e-Transfer against the right tenant, unit and month. Free for up to 2 units.
General information for landlords, not legal or tax advice. Rules change; confirm the current requirements with Canada Revenue Agency (Guide T4036, Rental Income). Last reviewed Oct 14, 2026. Official source