Olympia Émilie February 14, 2021 Spreadsheet
Our first step is to capture non‐quantitative data in the spreadsheet, so we reserve a worksheet for that. This is used for location and condition information such as address, zoning category, residential vs. commercial, neighborhood, occupancy in the building and surrounding area, school district, etc. This will all be useful for financing and insurance purposes, as well as keeping track of a number of properties if you have a large real estate portfolio or a property management company. You might want to put it into a standard database format in case you want to save and analyze the information later.
When a team of people reaches this point ‐ whether they are a small company or a department within a larger enterprise ‐ they need a central collaboration solution built. They may be able to buy it or they may have to build one, depending on their specific needs. But the pain of trying to collaborate is now so high that they are suffocating ‐ a significant growth bottleneck has set in.
Third, building the right kinds of collaborative applications requires some skill and understanding how and what kinds of data are shared. How many people are going to be adding/changing records to your database? How many just want to do queries and reports? And how do you prevent conflicting updates? Finally, when you add the Web and Internet‐based access to the data, you have greatly increased the skill level required to create and manage your database. While there are some really good Internet‐facing database programs (Alpha Software, Filemaker, Quickbase from Intuit, and DabbleDb ‐ just to name a few that I know of), none of these are as easy to setup and manipulate as Trackvia.com, a service that has been out for the past year but recently gotten some much‐needed improvements.
Doing spreadsheets on a computer may seem a little complicated at first. But a small investment of time and effort will soon pay dividend, because once you have the hang of them, spreadsheets can perform complex financial calculations. For example you can set up a spreadsheet to work out the true cost of running your car, including such invisible outlay as depreciation and wear and tear. All you have to do is explain the task to the program once and it will do all the hard arithmetic for you, month after month, year after year.
The second component of a good real estate investment spreadsheet is a long cash flow projection period. Property investments are typically very long term ‐‐ from 10 to 20 years on average. In particular, if you are buying real property for long term portfolio holdings, it makes sense to have at least 10 years of monthly or quarterly data, and even up to 30 years. This ensures you capture the entire future cash flows, and enables a much more accurate determination of net present value, internal rate of return, and capitalization factors.
Producing an income and expenditure statement using single entry bookkeeping is little more than making two lists of financial transactions. Those lists being one of sales income received from sales invoices or receipts issued to customers and the other of purchase expenditure being from purchase invoices received from suppliers. To record sales income it would not normally be sufficient to simply add up the total of the invoices as such a summation does not leave an audit trail of the items which have been included. A written list of sales invoices does provide an audit trail.