Compare the operating model
| Need | Spreadsheet | DwellTrack |
|---|---|---|
| Initial setup | Fast if you already have a template | Property, unit, tenant, and lease setup |
| Customization | Nearly unlimited, but manual | Structured around supported landlord workflows |
| Rent reconciliation | Manual rows and formulas | Charges, payments, tenant/lease links, and match review |
| Receipts | Separate template or mail merge | PDF from a confirmed payment record |
| Expense evidence | Links or filenames maintained manually | Expense details and receipt path tied to a property |
| Maintenance | Separate sheet, messages, and photo folder | Request, status, evidence, expense, and resolution |
| Change history | Depends on version history and discipline | Application activity history for supported actions |
| Cost | Often no software fee | Free first-unit plan; paid plans by managed units |
Stay with a spreadsheet when
- You have one simple tenancy and reliably reconcile it every month.
- You understand and maintain the formulas, permissions, backups, and receipt links.
- You do not need tenant access, application forms, lease signing, maintenance intake, or connected receipts.
Consider connected software when
- The same payment needs to update a ledger, balance, tenant history, and receipt.
- Expenses and maintenance evidence are difficult to find by property.
- Several units or collaborators make spreadsheet structure and access fragile.
- Year-end preparation repeatedly means reconstructing missing context.