A Google Sheet is enough for most roommate deposit splits. Put the agreed percentages beside each name, keep the original payment proof in the same record, and let formulas show each person's deposit share, refund share, and funding difference.

Start with the rule, not the formula. A room-size split, rent-based split, or equal split can work when everyone agrees in writing; the spreadsheet records that choice, but it doesn't decide whether a landlord's deduction is lawful.

State and local landlord-tenant rules, plus the lease, can affect notice, deadlines, interest, and deductions. Use this as an internal tracking system, then check a local tenant resource for questions about your rights.

Decide what the percentage represents

Pick one basis and keep it stable. A percentage split should total 100 percent across the household.

Split basis Good fit Record before payment
Equal per person Rooms and usage are similar Each person's exact share
Room size or value Bedrooms differ noticeably Measurements and any agreed adjustments
Rent share The deposit follows the rent arrangement The agreed rent percentages
Nights or length of stay Someone occupies the home for less time Dates and the proration rule
Income or affordability The group wants ability to pay considered Voluntary approval and exact percentages
Custom split Couples, private bathrooms, or unusual arrangements The reason and written approval

Room size doesn't automatically determine a fair deposit split. Some groups use rent share instead, while others keep the deposit equal even when rooms differ. The group gets to choose its rule within the lease and applicable law.

If a couple shares a room, decide whether the room counts as one share or whether each person has a separate share. Write the percentages down before anyone sends money.

Build the sheet around one source of truth

Create a file named something like Deposit tracker - [property]. A neutral file name is safer if the link might be forwarded.

Put the summary above the roommate rows. Start the main table on row 9 so the formulas have room to breathe.

Cell Label What to enter
B2 Total deposit Enter the full deposit amount
B3 Amount returned by landlord Enter the amount actually returned
B4 Total deductions or unrecovered amount After the refund arrives, use =B2-B3
B5 Percentage check Use =SUM(C9:C)
B6 Contributions recorded Use =SUM(E9:E)
B7 Deductions assigned Use =SUM(H9:H)
B8 Net refunds calculated Use =SUM(I9:I)

The checks should reconcile. B5 should equal 100 percent, B6 should match B2, B7 should match B4, and B8 should match B3. If the landlord returns interest or another separate amount, record it as a separate adjustment instead of quietly changing the agreed percentages.

Use these headers in row 8:

Column Header Purpose
A Roommate Person covered by the agreement
B Room or value basis Room size, rent share, or another note
C Agreed % The approved percentage
D Deposit share Formula for that person's original share
E Amount paid Actual amount paid toward the landlord's deposit
F Payment date and proof Date, method, and receipt link
G Gross refund share Original share before assigned deductions
H Deductions assigned Amount the group assigns to that person
I Net refund Gross refund less assigned deductions
J Funding variance Amount paid above or below the agreed share
K Notes or settlement status Reimbursement notes, approvals, or pending issues

Format column C as a percentage. Format the money columns as currency.

Add formulas and record payments

Use row 9 for the first roommate, then copy the row formulas downward. The dollar signs keep the summary references fixed when you copy them.

  1. Enter each name in column A and the agreed basis in column B.
  2. Enter percentages such as 40%, 35%, and 25% in column C. Don't enter 40 and then assume Sheets will interpret it as 40 percent.
  3. In D9, use =$B$2*C9. This calculates the person's agreed deposit share.
  4. In G9, use =D9. This starts the gross refund share at the original deposit share.
  5. Enter any assigned deduction in H9. Then use =G9-H9 in I9.
  6. In J9, use =E9-D9. A positive result means the person paid more than their agreed share. A negative result means they paid less.
  7. Enter each actual payment in column E and its date or receipt in column F.

Record each dollar once. If one roommate paid the landlord and the others reimbursed that person, put the landlord payment in E under the person who made it. Record the internal reimbursements in column K and the evidence tab, not again in column E.

For formula basics, Google's Google Sheets formula help covers functions such as SUM.

Here is a simple example. Three roommates agree to 40 percent, 35 percent, and 25 percent of a $2,400 deposit. Their deposit shares are $960, $840, and $600. If the landlord returns $2,100, the total deduction is $300.

If the group allocates that deduction proportionally, the assigned deductions are $120, $105, and $75. The net refunds are then $840, $735, and $525. Those amounts total $2,100.

A different allocation may be appropriate under the group's written agreement. Don't force a proportional split just because the formula is convenient.

Keep receipts and condition records together

The spreadsheet is a ledger, not the evidence itself. Add an Evidence tab with columns for date, item, file link, and notes, or keep a linked folder beside the sheet.

Before move-in, save:

  • [ ] The signed lease and written percentage agreement
  • [ ] The deposit receipt or payment confirmations
  • [ ] Dated photos of walls, floors, appliances, fixtures, and existing damage
  • [ ] The move-in checklist and any landlord condition report
  • [ ] The landlord's refund statement and payment record
  • [ ] Internal reimbursement confirmations and approval messages

Use clear file names such as 2026-05-07-kitchen-floor.jpg. Avoid putting bank account numbers, passwords, or unnecessary personal information in a shared file.

Share with a small group, not the whole internet

Give edit access only to named contributors. Avoid an unrestricted link when the sheet contains payment records or private notes.

If several people need to update the file, protect formula and summary cells and leave the input areas available. A contributor who spots an error can flag it in column K instead of replacing a formula without discussion.

Keep a small change log. Note the date, old percentage, new percentage, reason, and people who approved the change. Don't overwrite the original agreement after money has moved.

Review the sheet when the deposit is paid, whenever someone reimburses another person, when a roommate leaves, and on refund day. Those checkpoints are enough for a one-time deposit.

Treat deductions as a separate decision

Thing is, the landlord's return statement and the roommate split answer different questions. The statement tells you what came back; the internal agreement decides how your group records the loss.

Enter the amount actually returned in B3. If the landlord withheld money, calculate B4 and compare it with the written statement. Save the explanation or ask for clarification through the process provided by the lease or local rules.

If the group disputes a deduction, don't quietly distribute it. Leave the amount pending, mark the issue in column K, and keep the supporting messages or photos. Once the group reaches an agreement, enter the assigned amounts in H.

The spreadsheet cannot establish whether a charge complies with state or local law. Those rules vary, so use the lease and a local tenant resource for legal questions.

If someone moves out early, don't simply rewrite column C. Record the effective date, the old and new percentages, and who approved the change. Decide in writing how the departing person's eventual refund will be handled before removing their row.

Common mistakes that distort the math

To be honest, most failures are boring. A clear row and a saved receipt beat a clever dashboard here.

Mistake Better practice
Entering 35 instead of 35% Format column C as a percentage and enter the percent sign
Repeating the total deposit in every roommate row Keep one total in B2
Mixing the returned amount with the gross refund share Keep the landlord's return in B3 and deductions in H
Counting a reimbursement as a second landlord payment Record the landlord payment in E once
Overwriting the original percentage Add a dated change note
Leaving deductions without a written basis Save the statement and group approval
Editing formulas accidentally Protect formula cells and use column K for questions

Questions roommates usually ask

How do I calculate a roommate's refund?

Start with the person's gross refund share in column G. Subtract the deduction assigned to that person in H, using I9=G9-H9. If no deduction applies, enter zero in H.

Should we split the deposit equally or by room size?

Equal shares are easy when rooms and use are similar. Room size, rent share, or another custom method may fit better when the arrangement is unequal. There is no universal percentage that makes every household fair.

What if one roommate paid the entire deposit?

Record the full landlord payment once in column E. The funding variance in J shows how far that payment differs from the person's agreed share, while internal repayments belong in the notes and evidence records.

Is a shared Google Sheet enough?

For a small group handling one deposit, it often is. Add receipts, condition photos, and written approvals. A separate recurring-expense tracker may make more sense if the household also manages monthly bills.

Can the spreadsheet prove that a landlord's deduction was illegal?

No. It can organize the lease, payment history, photos, refund statement, and your calculations. Whether a deduction or deadline complies with local law requires a jurisdiction-specific review.

Create the file before the first transfer. Enter the approved percentages, set B2, add the evidence tab, and save the move-in photos. On refund day, enter the actual return, allocate only documented deductions, and save a dated copy after everyone reviews it.