A portfolio of leases needs an expiration tracker — days until each lease ends, flagged into renewal windows. It prevents surprise vacancies and times your renewal outreach.
The example
Lease ends 2026-09-30.
| A | B | |
|---|---|---|
| 1 | Item | Value |
| 2 | End − today | 103 days |
| 3 | ≤120 window | → Renewal due |
The formula
The formula:
How it works
How it works:
- Days remaining = lease end − TODAY() — a live countdown per lease.
- Flag the renewal window with IF: due if days remaining ≤ your outreach threshold.
- Use nested IF for tiers — expired, ≤30, ≤90, future.
- Count expirations per month with COUNTIFS to spot lease-rollover clustering.
Lease rollover risk is about clustering, not just dates. Ten leases all expiring in the same month is a far bigger exposure than ten spread across the year — a bad month could empty a wing. Counting expirations per month (with COUNTIFS on the end dates) reveals the clusters so you can stagger renewals and term lengths to smooth the risk. A simple conditional-format on the days-remaining column surfaces the urgent ones.
Try it: interactive demo
Lease end date and renewal window (days).
Variations
Renewal-due flag
Within the window:
Months remaining
Whole months:
Expirations this month
Cluster risk:
Pitfalls & errors
Real dates. Lease ends must be date values for the math.
Window choice. Set the renewal threshold to your notice period.
Watch clustering. Many same-month expirations concentrate vacancy risk.
Practice workbook
Frequently asked questions
How do I track lease expirations in Excel?
How do I get whole months remaining?
How do I spot lease-rollover clustering?
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