Track Multiple Prop Firm Accounts Without Spreadsheets

The Spreadsheet Trap

You passed your first prop firm challenge. Then you took a second account at a different firm. Maybe a third. Now you have three funded accounts, each with different rules, different drawdown limits, and different profit split structures — and you're tracking everything in a spreadsheet that grows more fragile by the week.

The spreadsheet starts simple: date, trade, P&L, account. Within a week you're adding columns for daily loss limit used, max drawdown remaining, profit target progress, consistency rule compliance, and payout tracking. You need conditional formatting to flag danger zones. You need separate sheets per account. You need formulas that break every time you add a row in the wrong place.

This is not a tracking system. It's a part-time job competing with your actual job — trading. The time you spend maintaining the spreadsheet is time you're not spending on reviewing your trades and improving your edge.

Why Traders Run Multiple Funded Accounts

Running multiple funded accounts is not greed — it's risk management. Three reasons drive this strategy.

Firm Risk

Prop firms can and do shut down. MyFundedFX closed in February 2026. MyForexFunds was shut down by the CFTC in 2023. TrueForexFunds vanished in May 2024. If all your funded capital sits at one firm and that firm closes, your income goes to zero overnight. Spreading across two or three firms is insurance.

Capital Scaling

Each firm caps individual account sizes. By running accounts at multiple firms simultaneously, you can manage more total funded capital than any single firm would offer. The exact limits vary — check each firm's scaling program details for current caps.

Rule Optimization

Different firms suit different strategies. Some restrict news trading, others allow it. Some are futures-only. Some have the tightest drawdown in the industry. By matching your strategies to the right firm's rules, you maximize edge per account. The prop firm rules cheatsheet compares these differences side by side.

Setting Up Per-Account Tracking

The setup takes five minutes per account and eliminates hours of monthly spreadsheet work. Here's the process.

Step 1: Create Account Entries

Create one account per funded (or challenge) account. Use a naming convention that tells you the firm, size, and status at a glance:

• FTMO 100K Funded — identifies firm, size, and phase
• FundedNext 25K Challenge #2 — includes attempt number
• TopStep 50K Express — includes account type
• The5%ers Hyper 20K — includes current scaling level

Step 2: Import Trades Per Account

When importing trades via CSV or broker connection, assign them to the correct account. TSB remembers the mapping — subsequent imports from the same source automatically route to the right account.

Step 3: Set Up the Dashboard

Set your default scope to "All Accounts" for the aggregate view. Switch to individual accounts when you need to check rule compliance or drawdown status for a specific firm.

Rules You Need to Track Per Account

Each prop firm enforces different rules. Here are the key metrics to monitor per account, based on each firm's published rules:

Rules are per each firm's pricing/rules page at time of writing. Always verify current rules on the firm's website before trading.

Use the drawdown calculator to model how many consecutive losses you can absorb on each account before breaching the limit.

Daily Monitoring Workflow

Multi-account traders need a daily check-in that takes under five minutes. Here's the routine that keeps you out of trouble.

Drawdown Management Across Accounts

Drawdown is the number one reason traders lose funded accounts. Managing it across multiple accounts is harder because a bad day affects all accounts simultaneously.

The Correlation Problem

If you trade the same strategy on all funded accounts and the market turns against you, every account takes a hit at once. A 3% drawdown day on one account is manageable. A 3% drawdown day on four accounts means you're in danger on all of them.

Solutions

• Stagger entry times. Don't take identical trades on every account simultaneously. Even a 5-minute offset reduces correlated drawdown events.
• Different sessions per account. Trade London on one account, New York on another. A bad London session only affects one account.
• Different strategy types. Run a trend-following approach on one account, mean-reversion on another. They often draw down at different times.
• Position sizing by buffer. Accounts with less remaining drawdown buffer get smaller position sizes. Use the prop firm calculator to model risk per trade based on remaining buffer.

Per-Account Drawdown Tracking

With account scope active, your dashboard shows:

• Current drawdown — how far below peak equity right now
• Max drawdown reached — the deepest your drawdown has been on this account
• Drawdown buffer remaining — how much room before the firm's limit
• Daily loss used today — for firms with daily loss limits

The position sizing guide covers how to calculate risk per trade based on remaining drawdown buffer.

Tracking Payouts and Total Income

When your income comes from multiple funded accounts, tracking total take-home matters as much as per-account P&L.

Profit split percentages are illustrative and vary by firm, program, and scaling level. Check each firm's current terms.

Use the "All Accounts" scope for total gross P&L, then apply each firm's split to calculate actual take-home. This data also matters for tax reporting — you need total trading income across all firms.

When to Add Another Account

Adding another funded account is not always the right move. Use this checklist before taking on more:

• Current accounts are profitable. If you're struggling on one account, adding another doubles the problem, not the opportunity.
• Drawdown buffers are healthy. All current accounts should have at least 50% of their max drawdown available before adding more risk.
• You have monitoring capacity. Each account needs a few minutes of daily attention. Five accounts means 15-25 minutes of monitoring before you start trading.
• The new account serves a purpose. Diversifying to a different firm for safety, accessing a new market, or scaling total capital. Not just "more is better."

Many traders find that 2-3 funded accounts strikes a good balance between capital diversification and manageable overhead. Beyond that, monitoring time starts to compete with actual trading time. If you're spending more time checking accounts than analyzing setups, you have too many.

Handling Failed Challenges and Account Resets

Multi-account traders accumulate failed challenges alongside funded accounts. How you handle this data matters.

• Never delete failed challenge data. Keep it as a separate account entry. Failed challenges contain your most valuable learning material.
• Compare failed vs. successful attempts. Look for patterns: did you oversize? Revenge trade? Breach the daily loss limit on one bad day? The data will show you.
• Archive, don't delete. Move failed accounts out of your active scope but keep them accessible for review. When you're about to start a new challenge, review what went wrong last time.

In our experience, traders who review their failed challenge data before starting a new attempt have a noticeably better pass rate. The mistakes are almost always the same — and they're almost always visible in the journal data.