LeaseLoom

// AppFolio export guide

How to export your AppFolio reports for LeaseLoom

Six reports, exported from AppFolio as CSV files, are all LeaseLoom needs. Start with the rent roll. No AppFolio login is shared, and nothing in AppFolio changes.

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Before you start

These steps follow AppFolio’s standard reports. If a menu in your account looks different, look for the report by the name below. The first offices’ own exports are being checked now, so bring yours to a 20-minute look and watch it import.

The six reports

1. Rent rollStart here

In AppFolio: Rent Roll

Sets up your properties, units, tenants and leases. The lease end dates are what renewal offers run from.

How to export it

  1. In AppFolio, open Reports and choose Rent Roll.
  2. Set As of to today. A past date exports the units as they were then.
  3. Leave the property filter on all properties and include every unit status (vacant units too).
  4. Keep these columns: Property, Market Rent, Lease To and Move-out. LeaseLoom uses them to tell your properties apart and to count vacancy days, renewals and rent under market.
  5. Click Actions, then Export as CSV.
Columns it needs
Unit, Tenant and Rent, plus Lease From or Move-in.
Helpful
Lease To, Market Rent, Move-out and the property address.

2. Tenant directory

In AppFolio: Tenant Directory

Tenant emails and phone numbers, so reminders and renewal offers reach the right person. It also adds co-tenants to the leases the rent roll brought in.

How to export it

  1. In AppFolio, open Reports and choose Tenant Directory.
  2. Include current and future tenants for all properties.
  3. Keep the Unit column, and the tenant name (Tenant, or First Name and Last Name).
  4. Click Actions, then Export as CSV.
  5. Import the rent roll first: this report fills in contact details for tenants LeaseLoom already has, and adds co-tenants to the leases the rent roll brought in.
Columns it needs
The tenant name (Tenant, or First Name and Last Name), and an Email or a Phone column.
Helpful
The Unit column.

3. Delinquency

In AppFolio: Delinquency

Who is past due and by how much. This is what past-due reminders run from. A tenant the report shows as Evict, on a payment plan, in collections or moved out gets none.

How to export it

  1. In AppFolio, open Reports and choose Delinquency.
  2. Run it for all properties, as of today. LeaseLoom shows what it would clear before it clears anything, and lists the balances at properties that are not in the file, so a report filtered to some properties cannot clear the others by accident.
  3. Click Actions, then Export as CSV.
Columns it needs
Unit, and the amount owed (Amount Receivable) or the aging columns.
Helpful
Delinquent Rent, so a tenant who owes only a fee gets no reminder about rent, and the tenant status.

4. Owner directory

In AppFolio: Owner Directory

Who gets each owner report, and which properties each owner owns.

How to export it

  1. In AppFolio, open Reports and choose Owner Directory.
  2. Keep the column that lists the properties each owner owns.
  3. Click Actions, then Export as CSV.
Columns it needs
Owner.
Helpful
Email, and the column that lists the properties each owner owns.

5. Vendor directory

In AppFolio: Vendor Directory

Which vendor gets the work orders for each trade.Used on Growth

How to export it

  1. In AppFolio, open Reports and choose Vendor Directory.
  2. Click Actions, then Export as CSV.
Columns it needs
Vendor.
Helpful
Trade, email and phone.

6. Work orders

In AppFolio: Work Order

Your open and finished repairs, with their status, vendor and cost.

How to export it

  1. In AppFolio, open Reports and choose Work Order.
  2. Pick a date range that starts before your oldest open work order, for all properties. A work order older than the range is not updated, so one LeaseLoom shows as open would stay open.
  3. Click Actions, then Export as CSV.
  4. Import the rent roll first, and the vendor directory if you want vendors attached.
Columns it needs
Unit and Description.
Helpful
Status, Vendor, and the created and completed dates.

Uploading, and uploading again

Upload each file in LeaseLoom under Import. It shows how it matched your columns before anything is saved, and every match can be changed there.

Next week, export the same reports and upload them again. Rows that changed are updated, leases no longer on the rent roll are ended, and nothing is duplicated.

What LeaseLoom does not read

What it does with these reports, and what stays in AppFolio, is on the page for AppFolio users.

Questions about exporting

Do I have to give LeaseLoom my AppFolio login?
No. You export the reports yourself and upload the files. LeaseLoom never signs in to AppFolio and changes nothing there.
CSV, PDF or Excel?
CSV. LeaseLoom reads the columns of a CSV file. A PDF is a picture of the report and cannot be imported.
Which report do I start with?
The rent roll. It brings in your properties, units, tenants and leases, and every other report fills in around it. The delinquency report is the next one to bring.
What happens when I upload a report again?
Rows that changed are updated, leases that are no longer on the rent roll are ended, and nothing is duplicated. LeaseLoom shows how it matched your columns before anything is saved.

Export the rent roll and bring it

In a 20-minute look, Nick imports it in front of you and shows every lease ending in the next 90 days. Nothing is sent.
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