Sync your Google Sheets vacancy list to your rental listings

Most rental businesses run on a spreadsheet. A landlord keeps a vacancy list. A property manager keeps one per building. A leasing broker gets one from every management company they work with, and a new version lands every few days. Somebody then has to copy those changes into the listings by hand.

Linked Spreadsheets does the copying. You link the Google Sheet once, and LeasePace keeps your units in step with it from then on.

The vacancy sheet problem

A vacancy sheet changes all the time. A unit gets leased, the rent drops by $50, two new units open up, a row disappears without a word. Each change means opening the sheet, working out what moved, then fixing the listing. If you miss one, a renter texts about an apartment that went last week, or a new unit sits unadvertised for days.

Brokers have it worst. A broker vacancy sheet belongs to the management company, so its layout, colours and habits are theirs, and every company does it differently.

How Linked Spreadsheets works

• Link the sheet. Use the Google Sheet as it is. Linked Spreadsheets works with any layout, so nobody has to rebuild it into a template.
• LeasePace reads it every 2 hours. You don’t export, upload or remember anything.
• New rows become units. A unit added to the sheet shows up in LeasePace on the next read.
• Changes are copied over. When rent, bedrooms, bathrooms or status change on the sheet, the unit changes too.
• Removed rows are unpublished after 24 hours. The wait means a row deleted by mistake, or moved while someone was editing, doesn’t pull a live listing.
• Rows that come back are reopened. If a deal falls through and the unit returns to the sheet, it goes live again.

It reads a messy sheet the way a person would

Real vacancy sheets are not tidy, and the sync was built for the ones people actually send.

• Status by colour. Plenty of sheets have no status column. Leased rows are just shaded. LeasePace reads the colour key on the sheet itself, so if the sheet says yellow means leased, a yellow row is read as leased.
• Blank lines and odd columns. Empty rows between buildings, notes typed in whatever column had room, deposits written as “1.5 months” instead of a dollar figure. It handles all of these.
• Short addresses. A row that just says “12 south main” is read as a street address.
• Addresses that don’t fit. Each address is checked against your own country and area, and one that doesn’t match is flagged.
• Needs review instead of a guess. When a row can’t be read with confidence, LeasePace marks it as needing review. A wrong unit going live is worse than a short wait.

Leased, lost and closed

When a row is marked leased, LeasePace checks who did the leasing. If you closed the deal, the unit is recorded as Closed. If another broker leased it, it is recorded as Lost. That matters for brokers working shared sheets: your closed numbers count only your own deals, and the units other people filled come off the market without being credited to you.

Your edits stay yours

Sometimes the sheet is wrong, or you know something it doesn’t. If someone on your team edits a value in LeasePace, the sync leaves it alone. It writes over your edit only when that value changes on the sheet, because a change on the sheet is new information.

Every linked sheet is listed in Settings with the time it was last read and counts of what changed, so you can see at a glance that it is working.

The time it saves: an example

This is a made-up example to show the arithmetic, not a measurement from a LeasePace customer. Put in your own numbers.

Say a broker works from three management-company sheets covering 60 units. In a normal week, 15 rows change: a few new units, some rent changes, several leased. Updating each one by hand (find the change, open the listing, edit it, mark leased units off) takes about 3 minutes.

Swipe the table sideways to see every column.

In this example that is about 45 minutes a week, roughly 39 hours over a year. The bigger saving is harder to count: no renter is texting about a unit that’s gone, and no new unit sits unlisted because the sheet arrived on a busy day.

What happens once a unit is live

Every live unit feeds Pace, the AI leasing assistant in LeasePace. Pace answers renter texts, calls and emails 24/7, qualifies the renter, and books the tour, with your team approving each booking. Because the units come straight from the sheet, Pace quotes the current rent and doesn’t offer an apartment that was leased yesterday. The same units feed your listing feeds.

So the spreadsheet you already keep ends up driving your listings and your renter conversations, without anyone retyping it. See Pace answer a renter on the homepage, or what it costs on the pricing page.

Who it’s for

• Landlords who keep their own vacancy list in a Google Sheet and don’t want to keep a second copy anywhere else.
• Property managers who track vacancies per building in a spreadsheet the whole office edits.
• Leasing brokers who get a vacancy sheet from each management company and need their listings to keep up with all of them.

If you are comparing leasing tools, our page on the EliseAI and Funnel alternative for small landlords covers price, setup and contracts.

Frequently asked questions

Written by Reuven Praver, founder of LeasePace and a working leasing agent. He built LeasePace so a small leasing team can answer every renter and keep every listing current without the enterprise price tag. See exactly what LeasePace costs on the pricing page.

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