SealedFolio is local property management and rent roll software that runs as a desktop app on your Mac or Windows machine. Most property management tools are cloud platforms that keep your tenants, leases, and financials on someone else's servers. SealedFolio keeps tenant files, the monthly rent roll, leases, and expenses for residential or commercial properties in an encrypted vault you control.
Rent roll software turns your tenant, lease, and payment records into one monthly report of what each unit owes and what it actually paid. SealedFolio does that inside a full local property management app for Mac and Windows. Tenant files, leases, the rent roll, and expense records for residential and commercial properties sit in an encrypted vault on your own device, with no hosted account. Cloud sync is optional and off until you turn it on, and it only copies encrypted backups to a folder you choose.
The SealedFolio rent roll lists every active tenant with property, unit, lease dates, rent, amount paid, balance, and a Paid, Partial, or Unpaid status. Four totals sit on top: expected rent, collected, outstanding, and the collection rate. Pick any of the last 12 months and export the rent roll to CSV for a lender, an accountant, or your own spreadsheet.
SealedFolio Pro is $19 a month or $179 a year for up to 3 properties, and Portfolio is $39 a month or $297 a year for unlimited properties. Every SealedFolio plan is paid at checkout and includes a 30-day money-back guarantee. For what belongs on a rent roll and how to build one by hand, see SealedFolio's offline rent roll guide.
SealedFolio is local property management software built on one decision: keep the rent roll, leases, and tenant files off a vendor's servers. Cloud property management software means your rent roll, lease terms, tenant details, and bank activity live on someone else's infrastructure. That vendor can change pricing, get acquired, monetize your data, or have a breach. For a portfolio you have spent years building, that is real exposure.
SealedFolio takes the opposite approach. It installs like a normal desktop app, stores everything in a local encrypted vault, and works offline. There is no hosted account to create and nothing is uploaded unless you choose to import it. Your portfolio is yours.
SealedFolio's local property management software covers four areas of the job, each running from the same local encrypted vault:
Per-unit tenant ledgers, a monthly rent roll with collection rate, one-click monthly rent charges, and late fees applied from your own rules. Works for a single duplex or a mixed portfolio.
Track lease terms, renewals, and expiration dates across every property, and the SealedFolio dashboard lists leases ending in the next 30 days. Store leases, statements, and receipts in the encrypted vault with on-device document scanning.
Manage residential rentals and commercial properties side by side, with per-property and portfolio-wide reporting, vacancy management, and work orders. When a commercial building needs a formal value, SealedFolio lays out which valuation tools price commercial property, and at what cost.
Income and expense tracking, depreciation schedules, and Schedule E (or T776) tax reports. Check the numbers with the free cap rate, cash flow, or Schedule E calculators.
SealedFolio's local property management software includes rent roll software as one module, not a separate purchase. You never type a rent roll row. Each column comes from a record you already keep in SealedFolio: the property and unit from the property file, the tenant name and lease start and end dates from the tenant file, the monthly rent from the lease, and the paid column from the payments you record against that tenant.
Here is how the SealedFolio collection rate works, using sample numbers made up for illustration. Three active tenants owe $1,400, $1,400, and $1,200, so expected rent is $4,000. Two pay in full and the third pays $600, so SealedFolio shows $3,400 collected, $600 outstanding, the third tenant marked Partial, and an 85% collection rate ($3,400 divided by $4,000).
The SealedFolio rent roll covers active tenants, so a vacant unit does not drag the collection rate down. Vacancies are tracked separately, and the SealedFolio dashboard shows portfolio occupancy as occupied units out of total units. Reading the two side by side tells you whether lost income is a collection problem or a vacancy problem. For the columns a lender expects and a worked example of a full report, see SealedFolio's dedicated rent roll software page.
Running a rent roll in SealedFolio takes four steps, and only the first two involve setup. After that the SealedFolio rent roll is a report you open, not a spreadsheet you rebuild:
Every step runs offline on your Mac or Windows machine, and the SealedFolio rent roll only leaves that machine as a CSV you export yourself or inside an encrypted backup if you turn on Cloud Sync. To check what a year of SealedFolio rent roll collections means for your bottom line, run the totals through the free gross and net rental income calculator.
SealedFolio's local property management software keeps a tenant file for every unit: contact information, the signed lease, move-in condition, payment history, and any notes or documents tied to that unit, stored in the encrypted vault on your device instead of a landlord portal you log into.
SealedFolio Pro is $19 a month or $179 a year for up to 3 properties, covering tenant files, rent roll, and lease tracking for a small portfolio. Portfolio is $39 a month or $297 a year for unlimited properties. Both run on Mac and Windows with no per-tenant fee and no hosted account. Every SealedFolio plan is paid at checkout with a 30-day money-back guarantee on your first payment. See the full breakdown on the SealedFolio pricing page. To see how those flat tiers compare with per-unit cloud pricing as a portfolio grows, SealedFolio's guide to how rental software pricing scales with unit count works through the numbers.
SealedFolio's local property management software is one of three common approaches landlords use for a rental portfolio, alongside a cloud PMS platform and a spreadsheet. Most "best rent roll software" lists only rank cloud platforms, yet all three approaches produce a rent roll and hold tenant files. They differ on price, on what is automated, and on where the tenant list ends up.
| Approach | What's included | Where the data sits | Best fit |
|---|---|---|---|
| Cloud PMS platform TenantCloud, Buildium and similar | Online rent collection, tenant screening, listing syndication, and reporting bundled behind an account | The vendor's servers, reached through a web login or the vendor's iOS and Android apps | Landlords who want tenants to pay online and need syndication to listing sites |
| Spreadsheet or free template | Manual rent roll and tenant tracking, no automation | Your machine, or a cloud drive if the sheet syncs | One to three units, as long as you keep it updated by hand |
| SealedFolio, local software | Tenant files, rent roll, lease tracking, expense and depreciation tracking, Schedule E reports | Encrypted vault on your own Mac or Windows PC, no hosted account | Owners who want the full toolset without putting tenant and financial records on someone else's server |
The honest read: a cloud PMS wins if online rent collection and screening are must-haves, a spreadsheet is free and fine at a couple of doors, and SealedFolio wins if you want the full toolset with your records kept off a vendor's server. SealedFolio's best rental property software guide ranks the named cloud platforms feature by feature, and SealedFolio vs QuickBooks covers the accounting-software angle. If AppFolio's 50-unit minimum is what sent you looking, SealedFolio's comparison of AppFolio alternatives with published prices covers Buildium, Yardi Breeze, TenantCloud and the rest. Tempted by a free cloud PMS instead? SealedFolio's breakdown of the fees and lock-in behind free property management software is worth reading first.
SealedFolio is local property management software, and local-first is a deliberate trade-off. It does not process online rent payments, run tenant screening, or syndicate listings, because those require sending data to third parties. If you need those, a cloud platform may fit better, and SealedFolio's ranking of the best rental property software covers the cloud options honestly. The same goes for managing rentals on behalf of other owners, which calls for trust accounting and owner statements; SealedFolio's guide on how to start a property management company covers the licensing, fees and manager software that work involves.
What you get instead is ownership: your tenant, lease, and financial records stay on your machine, fast and private, with no subscription holding your data hostage. The other side of that trade, from data resale to lock-in, is laid out in SealedFolio's breakdown of what free property management software really costs. See how that compares on the SealedFolio vs Stessa page, or for landlords focused mainly on income and expenses, SealedFolio for landlords.
Yes. SealedFolio is local-first property management software for Mac and Windows. It manages tenants, rent roll, leases, and expenses with your data stored in an encrypted vault on your own device and no hosted account. Cloud sync is optional and only copies encrypted backups to a folder you choose.
Yes. SealedFolio handles residential rentals and commercial properties: per-unit tenant ledgers, lease tracking with renewal and expiration dates, rent roll with collection rate, and per-property and portfolio reporting.
Yes. SealedFolio runs core workflows, tenant records, rent roll, lease tracking, and expense entry, offline. Your data never has to leave the device.
In SealedFolio, open Analytics, choose the Rent Roll tab, and pick the month. The report lists every active tenant with property, unit, lease dates, rent, amount paid, balance, and status, with expected, collected, outstanding, and collection rate totals on top. Click Export CSV to send a copy to a lender or accountant.
No. SealedFolio is a desktop app for macOS and Windows, with no iPhone or Android app and no web dashboard to log into. Pro activates on 2 computers and Portfolio on 3, so you can keep SealedFolio on a desktop and a laptop and still run the rent roll offline on either one.
SealedFolio is local property management software, and how it compares to a cloud PMS depends on what you need automated. Cloud PMS platforms such as TenantCloud and Buildium bundle online rent collection, tenant screening, and listing syndication behind a hosted account. SealedFolio skips the hosted account and runs rent roll, tenant files, and lease tracking from an encrypted vault on your own Mac or Windows machine, starting at $19 a month with a 30-day money-back guarantee.
SealedFolio's local property management software is the wider toolset, covering tenant files, leases, expenses, and taxes, with rent roll as one part of it. Rent roll software on its own usually means just the one report: what each unit should collect and what it actually collected. SealedFolio covers both, and its dedicated rent roll software page goes deeper on that single report.
SealedFolio's local property management software keeps a tenant file for every renter: contact information, the signed lease, move-in condition, payment history, and any notes or documents tied to that unit, stored in the encrypted vault on your device instead of a landlord portal.
SealedFolio Pro is $19 a month or $179 a year for up to 3 properties, covering tenant files, rent roll, and lease tracking for a small portfolio. Portfolio is $39 a month or $297 a year for unlimited properties. There is no per-tenant fee and no hosted account, on Mac or Windows. Every SealedFolio plan is paid at checkout and includes a 30-day money-back guarantee.