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Tasha Cobb
Updated

Due Diligence: How to Pull a Rent Roll from Your PMS (OneSite, Entrata, Yardi, MRI) and Upload It

Tasha Cobb
Updated

A rent roll is the unit-by-unit report you export from your property management software (PMS) and upload when you set up your Due Diligence order. Exporting it in the right format from OneSite, Entrata, Yardi, MRI or another PMS lets HappyCo's Due Diligence team validate and process your order faster.

🎬 Watch it in action: Watch: Lowball now, change orders later

Rent roll file format requirements

HappyCo accepts rent rolls in these formats:

  • .csv
  • .xls
  • .xlsx

  PDF rent rolls can't be uploaded

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.

Uploading your rent roll to a Due Diligence order

1.  Open the Due Diligence order form

Open the DD Order form. The path is the same for a new order and an existing order.

2.  Click Attach Rent Roll to Finalize Order

Click Attach Rent Roll to Finalize Order.

3.  Attach the rent roll file

When prompted, attach your rent roll file.

4.  Select the PMS the rent roll came from

Select the PMS the rent roll came from.

  Tip

If you don't know which PMS it came from, leave this blank.

  If your rent roll can't be used

There is no automatic rejection message. HappyCo's Due Diligence team reviews your rent roll and will tell you directly if it can't be accepted, and ask you to resubmit.

Pulling a rent roll from OneSite

1.  Open the Menu Screen

Navigate to the Menu Screen on the left-hand side of the page.

2.  Open All Reports

Click Reports, then select All Reports.

3.  Find the Rent Roll Detail Excel report

Search for the report labeled Rent Roll Detail Excel. Leave the fields as they are.

4.  Generate the report

Click Generate.

5.  Save the file in Excel

Once the report downloads, open it in Excel and save it with a name that identifies the property, for instance PropertyName_RentRoll_MMDDYYYY.xlsx.

  Tip

The rent roll is now ready to upload.

Pulling a rent roll from Entrata

  1. Open Reports
    Navigate to Reports at the top of the screen.
  2. Open the Library
    Scroll down and select Library.
  3. Search for the rent roll report
    Search "Rent Roll" in the search bar and click Find.
  4. Set the report filters
    On the Report Filter page, set:
    • Group By: Do Not Group
    • Summarize By: Do Not Summarize
    • Consolidate By: Do Not Consolidate
    • Expand By: Charge Details
  5. Generate the report
    Click Generate Report.
  6. Download the report as Excel
    Click the downward arrow icon in the left sidebar to download the report as an Excel file.
  7. Save the file in Excel
    Open the file in Excel and save it with a name that identifies the property.

      Tip

    The rent roll is now ready to upload.

Pulling a rent roll from Yardi

1.  Open Analytics

From the Property Home Screen, navigate to Analytics.

2.  Open Residential Analytics

Under Analytics, select Residential Analytics.

3.  Check the property number

The property ID number should fill in by default. If it doesn't, enter it under Property Number.

4.  Select the period

Select the current period (dates) you want to pull from.

5.  Choose the report type

Under Report Type, select Rent Roll with Lease Charges and summarize by Unit.

6.  Display the report

Click Display.

7.  Export to Excel

Download and export the file in Excel format.

  Tip

The rent roll is now ready to upload.

Pulling a rent roll from MRI

1.  Open the Report Search Bar

In the left-hand menu, navigate to the Report Search Bar.

2.  Search for the rent roll report

Enter "Rent Roll" in the search.

3.  Select RM Detail Rent Roll

Scroll down and select the report labeled RM Detail Rent Roll.

4.  Fill out the report menu

When the menu screen appears:

  • Select Include List and enter the property you want to run.
  • Optionally select a specific time period.
  • Select Current Residents.

5.  Run the report

Click Run and Close. The report appears in your Communication Center.

6.  Export to Excel

Open the report in MRI and export it to an Excel file in table format.

  Tip

The rent roll is now ready to upload.

Pulling a rent roll from another PMS (AppFolio, ResMan and others)

If your property management system isn't covered above:

  • Look for a "Rent Roll" or "Rent Roll Detail" report with unit-level lease, charge and resident data.
  • Export in Excel format (.xls or .xlsx) whenever possible.
  • Need help finding the right report? Contact the Due Diligence team. They've seen most systems and can often point you in the right direction.
What makes a good rent roll
Include Why
All units: occupied, vacant, model, admin and any other statuses The team needs the full unit list, not only occupied units.
Charge and concession details for each unit This data drives what appears in your Lease File Audit and Unit Walk reports.
Current data The closer the rent roll is to your walk date, the more accurate your reporting.
The original PMS export format Manual reformatting or edits can introduce inconsistencies that make validation harder.

Frequently asked questions

What if I can't find the named rent roll report in OneSite, Entrata, Yardi or MRI?

Look for a "Rent Roll" or "Rent Roll Detail" report that includes unit-level lease, charge and resident details. If you need help finding the right report, contact the Due Diligence team at dd@happy.co.

Is attaching a rent roll to an existing order different from a new order?

No. For both, click Attach Rent Roll to Finalize Order on the DD Order form, attach the file and select the PMS it came from.

  Related articles

Contact the Due Diligence team

For emergency, day-of support, call 447-427-7926 x2.

  Hours of operation

Monday to Friday, 7 AM to 5 PM PST.

Further Reading

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