Rent Roll Analysis
Build clean, normalized rent rolls and unit-mix, occupancy, and loss-to-lease analytics from messy source files across any PMS.
Hours of manual rent-roll cleanup per acquisition eliminated by normalizing any PMS export into one comparable schema
per acquisition
What it extracts
9 extraction fields
- Rent Roll Summary
- A one-look roll-up of the property: unit and occupancy counts, total in-place and market rent, loss to lease, and the source system, so a reviewer can orient before reading unit detail.
- Source System
- The property management system that produced the export, which drives how every field is mapped and normalized downstream.
- Normalized Unit Rent Roll
- The core deliverable: one row per unit mapped onto a standard schema so rent rolls from any PMS line up, including vacant, model, down, and employee units, with a source-system label on every row.
- Unit Mix Summary
- The unit mix aggregated to one row per floor plan, showing counts, average size, occupancy, and average in-place versus market rent and loss to lease by type.
- Occupancy and Vacancy Analysis
- Physical versus economic occupancy with true rentable vacancy separated from non-revenue model, down, and employee units, and an occupancy count that must foot to total units.
- Charge Code Normalization
- A crosswalk mapping each source charge code to a standard revenue category (base rent, parking, pet, storage, utility/RUBS, concession) so rent from different systems is comparable and not double-counted.
- Concessions and Loss to Lease
- Unit-level concessions and the gap between market and in-place rent, with per-unit and portfolio loss-to-lease percentages and outlier flags.
- Lease Expiration Schedule and WALT
- The lease rollover schedule by period with the share of units and rent expiring, plus weighted average lease term remaining, to surface turnover risk.
- Data Quality and Reconciliation
- The reconciliation and data-quality checks an analyst runs before trusting a rent roll: unit-count and occupancy footing, rent totals, missing dates, rent outliers, duplicate units, and status-rent mismatches.
Where it fits
Acquisition and asset-management underwriting
Upstream
Rent roll exports pulled from each property's PMS (RealPage/OneSite, Yardi, AppFolio, Entrata, MRI, ResMan) and delivered per property during diligence or monthly reporting, in mixed layouts
This step
Rent roll normalization and analysis
Downstream
- T-12 Extraction
- Acquisition underwriting model
- Portfolio rent-roll aggregation
- Lender and investor reporting
What it needs
Documents
- Rent roll export (PDF or Excel)
- Unit detail report
- Lease summary / lease charges report
Systems
- Yardi
- RealPage / OneSite
- AppFolio
- Entrata
- MRI
- ResMan
- Google Drive
Prerequisites
- The rent roll export for each property
- Its as-of date
- Any market-rent or unit-mix reference you underwrite against
What it produces
One normalized, unit-level rent roll with a source-system label per row, plus unit-mix, occupancy, loss-to-lease, expiration/WALT, and reconciliation tabs
Delivered to
- Acquisition underwriting model
- Deal folder
- Portfolio data warehouse
- Asset-management system
Review model
An acquisitions or asset-management analyst reviews the flagged data-quality checks, occupancy and unit-count reconciliation, and rent outliers before the normalized rent roll feeds the underwriting model.
Who uses it
Volume fit
Works best for
teams normalizing rent rolls from many properties and PMS vendors, especially across acquisitions and monthly portfolio reporting
Too small for
a single property on a single PMS where no normalization is needed
Grounded in
- CREFC Investor Reporting Package (IRP) v8.4verified as of 2026-07-22
Changelog
- July 2026
based on a production deployment at a commercial real estate services firm
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See Rent Roll Analysis on your documents
We'll run it against a file of yours and walk through every cited field.