Comparison
Estavo vs. Spreadsheets
Spreadsheets are the default for self-managing landlords. Here's exactly where they break — and what happens instead in purpose-built software.
Start free — 1 unit, forever| Feature | Google Sheets / Excel | Estavo |
|---|---|---|
| IRS Schedule E categories | Custom columns — no enforcement | 15 IRS categories enforced at entry |
| Schedule E tax export | Manual sort and sum every April | One-click CSV pre-sorted by IRS line |
| Mortgage interest vs. principal | You figure it out (often wrong) | Tracked separately — only interest goes to Schedule E |
| Recurring obligation reminders | None — you react when bills arrive | 30/14/7-day alerts for renewals and due dates |
| Multiple units per property | Extra tabs or columns — breaks fast | Property → Unit hierarchy built-in |
| Multi-owner / multi-property | Shared access issues, version conflicts | Multi-tenant, role-based access (owner/manager/accountant) |
| Expense photo receipts | External folder, manually linked or forgotten | Attached directly to each transaction |
| Maintenance request tracking | Separate tab or not tracked at all | Built-in work orders: open → in progress → complete |
| Booking / income vs. expense split | Manual filter or separate tabs | Direction (credit/debit) is a first-class field |
| Insurance / lease expiry tracking | Calendar reminders you set manually | ObligationPolicy with urgency computed from expiry dates |
| Upfront cost | Free (if you already have Google/Excel) | Free for 1 unit — forever |
| Mobile access | Google Sheets app (limited) | PWA — install to home screen, works offline |
Use a spreadsheet when…
- ·You own exactly one property and zero rentable units besides it
- ·You only need a personal income/expense log, not rental-specific tracking
- ·Your accountant already built you a custom spreadsheet that works perfectly for your specific situation
Use Estavo when…
- →You manage 1–100+ rental units across any number of properties
- →You want Schedule E to be a one-click export, not an April project
- →You have recurring obligations (mortgage, insurance, utilities) you need to track and get reminded about
- →You share access with a co-owner, manager, or accountant
- →You're self-managing and don't want to pay a property management firm to organize information
Common questions
Can I import my existing spreadsheet into Estavo?
Yes. Estavo provides CSV templates for properties, units, and transactions. You map your columns once, upload, and review before committing. For new subscribers, white-glove migration is also available.
Is Estavo free if I only have one rental property?
Yes — the free tier covers 1 active rental unit permanently. No credit card, no time limit. If your property has multiple rentable units (like a duplex), those each count as one unit toward your plan.
Does Estavo replace QuickBooks or a general accounting app?
For rental property operations, yes. Estavo is purpose-built for the Schedule E tax workflow, obligation tracking, and multi-unit income tracking — things generic accounting software requires significant configuration to handle.
Start free. Import your spreadsheet.
One unit is free forever. For most landlords, a weekend to set up is enough to have cleaner books than a year of spreadsheet maintenance.