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Tasha Cobb
Updated

Due Diligence: How to Pull a Rent Roll from Your PMS

Tasha Cobb
Updated

Uploading a well-structured rent roll is one of the most important steps in setting up your Due Diligence order — the better formatted your rent roll is, the faster our team can validate and process it. This article walks through how to export a rent roll from common property management software (PMS) systems in the format that works best for HappyCo's Due Diligence Team.

What This Article Covers

  • File format requirements
  • Step-by-step instructions for pulling rent rolls from OneSite, Entrata, Yardi, and MRI
  • What to do if your PMS isn't listed
  • What makes a good rent roll

Before You Start — File Format Requirements

HappyCo accepts rent rolls in the following formats:

  • .csv
  • .xls
  • .xlsx

PDF rent rolls cannot be uploaded directly. If your export is only available as a PDF, use a PDF-to-Excel conversion tool to convert it first. 

For the full submission flow, see Due Diligence: How to Submit a New Order. 

Pulling a Rent Roll from OneSite

  1. Navigate to the Menu Screen on the left-hand side of the page.
  2. Click Reports, then select All Reports.
  3. Search for the report labeled "Rent Roll Detail Excel" → leave the fields as-is → click Generate.
  4. Once the report downloads, open it in Excel and save it with an appropriate naming convention that identifies the property (e.g., PropertyName_RentRoll_MMDDYYYY.xlsx).
  5. You're all set — the rent roll is ready to upload.

Pulling a Rent Roll from Entrata

  1. Navigate to Reports at the top of the screen.
  2. Scroll down and select Library.
  3. Search "Rent Roll" in the search bar and hit Find.
  4. When the Report Filter page appears, set the following:
    • Group By: Do Not Group
    • Summarize By: Do Not Summarize
    • Consolidate By: Do Not Consolidate
    • Expand By: Charge Details
  5. Click Generate Report.
  6. After the report generates, click the downward arrow icon in the left sidebar to download the report as an Excel file.
  7. Open the file in Excel and save it with an appropriate naming convention.
  8. You're all set — the rent roll is ready to upload.

Pulling a Rent Roll from Yardi

  1. From the Property Home Screen, navigate to Analytics.
  2. Under Analytics, select Residential Analytics.
  3. The property ID number should default. If not, enter it under Property Number.
  4. Select the current period (dates) you want to pull from.
  5. Under Report Type, select Rent Roll with Lease Charges and summarize by Unit.
  6. Click Display.
  7. Download and export the file in Excel format.
  8. You're all set — the rent roll is ready to upload.

Pulling a Rent Roll from MRI

  1. In the left-hand menu, navigate to the Report Search Bar.
  2. Enter "Rent Roll" in the search.
  3. Scroll down and select the report labeled "RM Detail Rent Roll".
  4. When the menu screen appears, fill out the following:
    • Select Include List and enter the property you want to run.
    • Optionally select a specific time period.
    • Select Current Residents.
  5. Click Run and Close.
  6. The report will appear in your Communication Center.
  7. Open the report in MRI and export it to an Excel file in table format.
  8. You're all set — the rent roll is ready to upload.

What If My PMS Isn't Listed?

If your property management system isn't covered in this guide (for example, AppFolio, ResMan, or another system):

  • Most PMS systems have a similar "Rent Roll" or "Rent Roll Detail" report — look for one that includes unit-level detail with lease information, charges, and resident data.
  • Export in Excel format (.xls or .xlsx) whenever possible.
  • If you need help identifying the right report in your PMS, reach out to our Due Diligence team — we've seen most systems and can often point you in the right direction.

What Makes a Good Rent Roll

A well-structured rent roll helps our team validate and process your order quickly. Here's what your rent roll should include when you send it to us:

  • All units — occupied, vacant, model, admin, and any other statuses. We need to see the full unit list, not just occupied units.
  • Charge and concession details — this data drives what appears in your Lease File Audit and Unit Walk reports, so include the full breakdown of charges and any concessions attached to each unit.
  • Current data — the closer the rent roll is to your walk date, the more accurate your reporting will be.
  • The original PMS export format — send us the report exactly as it comes out of your PMS whenever possible. Manual reformatting or edits can introduce inconsistencies that make validation harder on our end.

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