Small landlords & PMs hub · By James Grokman, CEO, TapeAndFloat · Published · Updated

Insurance, property tax and HOA due dates for landlords

A property obligations calendar is one list of every recurring bill and deadline tied to each rental: insurance renewals, property tax, HOA dues, registrations and loan escrow checks. Each row has a due date, amount, who pays, when to be reminded and proof it was paid.

Free download: Property obligations calendar (Excel). An Obligations sheet with one row per property per obligation (type, payee, policy or account number, due date, amount, who pays, escrow confirmed, reminder days, date paid, proof of payment, renewal quote), a Properties sheet, and Settings with reminder days you can change. It flags bills past due and not paid, due soon, rows with no due date or amount, payments with no proof, escrow payments not confirmed, policies expiring with no renewal quote requested, and properties not on your list. Example rows are labeled; delete them before you start. No email required.

1. Why these bills slip

Rent comes every month, so it gets a routine. Insurance renewals, property tax bills, HOA dues and city registrations come once or a few times a year, on different dates for every property, from different senders. When the reminder lives in one person's inbox or memory, it is easy to miss, and a missed one can mean a late charge or a lapse in coverage. One list fixes most of that.

2. One row per property per obligation

Make a row for each thing that comes due on each property. For a typical rental that is:

When a bill is paid, add a new row for the next one. That way the calendar always shows what is coming, not just what already happened.

3. Get the dates from the source

Do not guess due dates. Your county tax office sets the property tax due date; check its site or your tax statement. Your HOA sets its dues schedule, your insurer sets the policy dates, and your city sets any registration rules. Copy each date from the bill, statement or policy into the row, and update it when a new one arrives. If you do not have a date yet, leave it blank: the sheet flags rows with no due date so you know to go find it.

4. Who pays: owner or escrow

For each row, write who pays: the owner directly, the lender from escrow, the tenant (if the lease says so) or your office from owner funds. Escrow does not mean you can forget it. Once the due date is near, check the lender's escrow statement or the tax office or insurer's records and mark the row confirmed. The sheet flags escrow rows that are close to the due date and not confirmed yet.

5. Reminder days and renewal quotes

Set how many days ahead you want to be reminded for each type: for example, more time for an insurance renewal than for an HOA payment. The numbers in Settings are examples; change them to fit how you work. For insurance, also decide how early you want a renewal quote in hand, so you have time to compare or ask questions before the policy ends. The sheet flags policies getting close to their end date with no quote requested, and you can add a follow-up date for the quote.

6. Keep proof of payment

Save the receipt, confirmation number or bank record for every payment, and put the link in the row. If a payment goes missing or a late notice arrives, you can answer it in a minute. If you manage for owners, the same proof backs up the line on their owner statement, and it helps whoever keeps your rental bookkeeping per unit.

7. A weekly check

Once a week, filter the Obligations sheet for: bills past due and not paid, bills due within their reminder days, rows with no due date or amount, payments with no proof, escrow rows not confirmed, and policies expiring with no renewal quote. Each one gets paid, confirmed, or a date to follow up. Recurring property work like filters and gutters belongs on your preventive maintenance calendar; this list is for money and paperwork deadlines.

This is general information about running an office, not tax, legal or insurance advice. Ask your tax preparer, attorney or insurance agent about your situation.

Where an assistant helps

Tax statements, HOA notices and renewal letters arrive by mail and email at different times for every property. During the pilot, TapeAndFloat logs the bills and renewal notices you forward into your own Google Sheet, flags due dates that are coming up or overdue, and drafts reminders and renewal-quote requests for your office to approve. It is set up one piece at a time, nothing goes out until you approve it, and during the pilot a real person reviews everything. Paying the bills stays with you.

Free 60-day pilot: keep working in your own email and Google Sheet. Request a pilot spot.

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Frequently asked questions

What is a property obligations calendar?

One list of every recurring bill and deadline tied to each rental property, such as insurance renewals, property tax, HOA dues, registrations and escrow checks, with a due date, amount, who pays, reminder days and proof of payment for each.

When is property tax due on a rental?

It depends on where the property is. Your county tax office sets the due date; check its website or your tax statement and copy the date into your calendar.

If my lender pays taxes and insurance from escrow, do I still need to track them?

Yes. Keep a row for each and confirm near the due date, from the escrow statement or the tax office or insurer's records, that the payment was actually made.

How early should I start an insurance renewal?

Early enough to get a renewal quote and compare or ask questions before the policy ends. Pick a number of days that works for you, put it in your settings, and follow up on the quote.

What counts as proof of payment?

A receipt, confirmation number, bank or card record, or a paid statement from the tax office, HOA or insurer. Save it and link it on the row for that payment.

Want this tracked for you? Join the free pilot.