Tracking Loans and Draw Schedules Without a Spreadsheet

A rehab loan spreadsheet usually starts simple: a tab with the loan amount, interest rate, and a running balance. Then the first draw request comes in, and a second tab appears for the schedule. Then a wire fee shows up on one draw but not another. Then an inspection delays a release by two weeks and the “planned” date column stops matching anything real.

None of this is a spreadsheet problem specifically — it is a disconnected records problem. The loan terms, the draw history, and the rehab’s actual costs live in three different places, updated by different people, at different times. By the time you need to answer a lender’s question about “where is draw three,” you are reconciling three files instead of opening one record.

Keeping the loan, the draw schedule, and the rehab’s cost figures on the same record removes that reconciliation step entirely — there is only one place for any of it to live.

Every financing arrangement — a hard-money rehab loan, a construction loan, a seller-financed note, a line of credit — gets its own record in the Loans workspace. Each loan tracks:

• The lender or servicer, linked from your contacts so their phone number and account details are one click away.
• The current balance, updated as draws fund and payments post.
• Terms — interest rate, payment amount, number of payment periods, and start/end dates.
• An available balance, so you can see at a glance how much of a committed line is still undrawn.
• Free-form notes, useful for anything that does not fit a structured field — refinance timing, a servicer’s quirks, a rate reset date.

Payments and interest can be linked to the loan from your transaction records, so the loan’s history reflects real activity on your books rather than a manually maintained running total that quietly falls out of date.

When a rehab is financed with a construction or rehab loan, the draw schedule lives directly on that project’s Rehab Detail record, next to the scope of work it is funding. Each draw is its own row, in sequence, and captures:

• Sequence — which draw in order this is (draw 1, draw 2, and so on).
• Planned amount — what you expect to receive for this release.
• Received amount — what actually funded, once the lender releases it.
• Wire fee and inspection cost — the small deductions that add up across a multi-draw schedule if you are not tracking them individually.
• Funded date — when the draw actually cleared, not just when it was requested.
• Notes — context for that specific draw, such as which scope items it covered or what the inspector flagged.

Because every draw sits on the rehab record itself, anyone opening the project sees the full funding history in sequence — not a separate document someone has to remember to attach.

Planned and received amounts rarely match exactly, and that gap is useful information rather than noise. A draw that funds lower than planned might mean the lender held back a retainage amount pending final inspection; a draw that funds later than planned might mean a scope item is behind schedule.

Recording both figures on every draw — instead of just updating a single running balance — means you can always answer “how much of the committed loan amount have we actually drawn so far” without recalculating from a payment history. It also gives you a clean audit trail if a lender or investor asks you to walk through the funding timeline.

A draw schedule on its own only tells you how the financing is flowing. It becomes far more useful sitting next to the same rehab’s Figures — the planned and actual renovation costs, hold costs, and loan payments you are already tracking for the project. Together, they answer the question that actually matters mid-project: does the money coming in from the lender still line up with what the work is costing to complete?

When scope changes or a draw is delayed, that context is immediately visible because it is on the same record — not a separate loan spreadsheet you have to remember to cross-reference against your cost tracking sheet.

For more on how planned vs. actual figures work across a full rehab — not just the financing side — see The Real Cost of a Residential Rehab.

A typical rehab financed with a construction loan moves through Tenantivo like this:

1. Create the loan record with the lender, committed amount, and terms once financing is in place.
2. Add each draw to the rehab’s draw schedule as it is requested, with its planned amount and sequence.
3. Update the draw with the received amount, wire fee, inspection cost, and funded date once it actually clears.
4. Watch the loan’s available balance and current balance update as draws fund and payments post.
5. Compare the funding timeline against the rehab’s planned vs. actual cost figures to catch scope or budget drift early.

None of this requires a second system. If you are running the full buy-rehab-rent- refinance loop, the loan and draw schedule you track here are also the exact records a refinance lender will want to review — see The BRRRR Workflow in One Dashboard for how that handoff works. Financing details for individual loans are covered step by step in Loans training.