Rental Property Expense Tracker — Schedule E & T776 Worksheets from Gmail

Every rental property you own is a first-class object in ExpenseBot — not a tag, not a sub-category. You add each property once with its street address, purchase date, rental percentage, and country. From then on, every receipt that contains that address (Home Depot delivery, plumber invoice, property manager statement, utility bill) is deterministically matched to the right property. No AI guessing, no category lumping. When tax time comes, ExpenseBot generates a per-property Schedule E (US) or T776 (Canada) worksheet with every expense already allocated to the correct address and the correct tax line.

Yes. For US landlords, ExpenseBot produces a Schedule E (Form 1040) worksheet per property with the standard lines pre-populated: Line 3a (rents received), Line 5 (advertising), Line 6 (auto and travel), Line 7 (cleaning and maintenance), Line 8 (commissions), Line 9 (insurance), Line 10 (legal and professional fees), Line 11 (management fees), Line 12 (mortgage interest paid to banks), Line 13 (other interest), Line 14 (repairs), Line 15 (supplies), Line 16 (taxes), Line 17 (utilities), Line 18 (depreciation), Line 19 (other), and Line 20 (total expenses). Line 26 rolls up your total rental real estate income. Expenses are allocated to each property by address match, so multi-property investors don't have to sort manually.

Yes. Canadian landlords get the T776 Statement of Real Estate Rentals worksheet. Gross rents land on Line 8141. Operating expenses — advertising, insurance, interest, office expenses, management fees, maintenance and repairs, salaries, property taxes, travel, utilities — map to the T776 expense lines (Line 8521 through Line 8871). Capital cost allowance is staged but left for you to calculate with your accountant. Line 9369 (net income before adjustments) and Line 9946 (your share of net rental income) are computed per property. If you own multiple Canadian rentals, each one gets its own T776 worksheet.

It's deterministic address matching, not AI classification. When you add a property — say, 123 Oak Street, Austin TX — ExpenseBot indexes the normalized address. Every receipt ExpenseBot processes (from Gmail scans, forwarded emails, photo uploads, PDF invoices) is scanned for that address in the receipt body, PDF, or email subject. A match tags the expense with the "Prop – 123 Oak St" tag prefix and partitions it into the rental-property reporting path. Receipts that don't match any property address flow to your regular Schedule C / T2125 bucket for your business expenses. No guessing, no training, no false positives from similar merchants.

Each property carries a rentalPct field — the percentage of the building that is rented versus owner-occupied. A duplex where you live in one unit is 50%. A fourplex where you rent three and live in one is 75%. When ExpenseBot generates the Schedule E or T776 worksheet, shared expenses (roof repair, property tax, insurance on the whole building) are prorated automatically by rentalPct. Unit-specific expenses (a plumber called to the rental unit only) can be recorded at 100%. You set the percentage once when you add the property; the proration flows through every report without manual math.

No, and ExpenseBot handles this upstream. Security deposits you hold for tenants are not rental income under IRS rules (you're holding them in trust for return) and are excluded from Schedule E Line 3a automatically. If you eventually keep a deposit to cover damage or unpaid rent, that portion becomes income in the year you keep it — tag the kept amount as rent and it flows correctly. ExpenseBot's ingestion recognizes deposit language in lease emails and payment confirmations and routes them out of the income line. The same logic applies on the Canadian side for T776.

Partially, and we're honest about it. Mortgage interest has to come from your Form 1098 (US) or your lender's annual statement (Canada) — those are year-end documents, not recurring receipts in Gmail, so we don't auto-extract them. You enter the annual interest figure once per property per year and it lands on Schedule E Line 12 or the T776 interest line. Depreciation is also manual: residential US rentals use 27.5-year straight-line, commercial uses 39-year, and Canadian CCA uses declining-balance classes — all of which require the property's cost basis, improvements, and land allocation that your accountant should set. We surface the line item and leave the calculation to you or your CPA. See IRS Publication 527 for the full depreciation rules.

Yes. Rent payments captured from your Gmail — Zelle confirmations, ACH deposit notifications, e-transfer receipts, check-deposit alerts from your bank — auto-tag to the right property by address and land in the same Google Sheet as your deductible expenses. Each rent payment maps to Schedule E Line 3 (Rents received) for US landlords or T776 Line 8141 (Gross rents) for Canadian landlords. Security deposits are recognized and excluded from the income line automatically (they're held in trust, not income). Manual entry is also supported for cash rent or money-order payments. The result: gross rents and deductible expenses live side-by-side per property, ready for year-end without a separate income spreadsheet.

QuickBooks Classes force you to manually assign a class to every transaction — there's no automatic per-property matching, and nothing understands Schedule E or T776 line items natively. Landlord Studio is a dedicated property-management app with tenant portals, rent collection, and lease tracking, but expense capture is manual data entry or bank-feed categorization without line-item receipts. ExpenseBot sits in between: it's not a property-management system (no tenant portal, no rent collection), but it's the only tool that reads Gmail for receipts, deterministically matches by address, and emits a country-correct tax-form worksheet. If you need tenant management, pair ExpenseBot with Landlord Studio. If you just need the tax-form output without manual classification, ExpenseBot alone is enough.

It reads e-Transfer, Zelle, Venmo, and Stripe payment emails tagged to your rental properties and marks them received in the Rent Roll. Each payment auto-tags to the right property by address — so a rent confirmation with '123 Oak St' lands on that property row, not in a general income bucket. No bank connection or tenant portal required; the Gmail payment notification email is the signal.

No. Rent is detected from Gmail payment notification emails — the same scan that pulls your expense receipts. Interac e-Transfer confirmations, Zelle alerts, Venmo notifications, and Stripe payment emails are all read directly. A Plaid bank connection is not required for the Rent Roll; Gmail Income Detection handles it from the email side.

Grace period logic backfills the correct month — March rent arriving April 3 still shows as March paid in the Rent Roll. You can also mark a property 'paused' (for a vacancy or renovation period) so it stops flagging as missed during that window. Late arrivals within a reasonable grace window don't trigger a false-alarm missed-rent flag.

No. TenantCloud, AppFolio, and similar tools are full property-management platforms with tenant screening, lease management, and online rent-collection portals — features designed for landlords who want to run everything through one system. ExpenseBot is rent verification plus expense tracking for landlords who don't need all that: confirm that rent arrived, see it tagged to the right property, and get your Schedule E or T776 at year-end. If you need a tenant portal, use one of those platforms alongside ExpenseBot.

Yes. Each property gets its own row in the Rent Roll grid. Set expectedMonthlyRent per property and the grid shows paid, partial, or missing for each one across months. A 4-unit building shows as 4 rows — each with its own green checkmark or red flag for any given month. The Rent Roll is coming soon; the property-level Income tab it reads from is live now.