TABLE OF CONTENTS

Introduction

PropertyBoss includes an extensive library of built in reports designed to help property managers, accountants, leasing teams, maintenance personnel, and company leadership access important operational and financial information. Standard reports provide preconfigured formats and calculations that allow users to quickly analyze data without creating custom reports.


Built in reports differ from custom (Merlin) reports in that they are predefined by PropertyBoss and often include specialized calculations, financial formatting, summaries, and accounting logic that cannot be replicated through a custom report.


Accessing Reports

Most standard reports can be accessed from Viewing Reports on the main menu. Reports are grouped by category, making it easier to locate information based on the task you are trying to complete.


Common Report Categories

Financial Reports

Financial reports provide accounting- and portfolio-level financial information. Common examples include:

  • Balance Sheets
  • Income Statements
  • Trial Balances
  • Bank Statement Reconciliation Reports
  • Cash Flow Reports
  • Budget Reports
  • General Ledger Reports

These reports are commonly used by accountants, bookkeepers, controllers, and management teams when reviewing financial performance and preparing accounting records.


Accounts Receivable Reports

Accounts Receivable reports help monitor tenant charges and unpaid balances. Common examples include:

  • Delinquency Reports
  • Tenant Aging Reports
  • Open Charges Reports
  • Collections Activity Reports
  • Security Deposit Reports

These reports help property managers identify residents requiring follow-up and monitor collection efforts.


Accounts Payable Reports

Accounts Payable reports focus on vendor activity and company expenses. Common examples include:

  • Unpaid Bills
  • Aged Payables 
  • Check Registers

These reports help accounting teams manage outgoing payments and vendor relationships.


Property Reports

Property reports provide information related to properties, units, and occupancy. Common examples include:

  • Occupancy Reports
  • Vacancy Reports
  • Unit Availability Reports
  • Property Summary Reports
  • Rent Roll Reports

These reports help property managers understand portfolio performance and leasing activity.


Lease Reports

Lease reports provide information regarding current, future, and historical lease activity. Common examples include:

  • Lease Expiration Reports
  • Move In Reports
  • Move Out Reports
  • Lease Renewal Reports
  • Vacancy Reports

These reports are frequently used by leasing teams to monitor resident activity and upcoming vacancies.


Prospect and Leasing Reports

Prospect reports help users evaluate lead generation and leasing performance. Common examples include:

  • Prospect Activity Reports
  • Prospect Status Reports
  • Lead Source Reports
  • Application Tracking Reports
  • Conversion Reports

These reports can help identify successful marketing sources and improve leasing performance.


Owner Reports

Owner reports provide information typically shared with property owners. Common examples include:

  • Owner Statements
  • Owner Balances
  • Property Revenue Reports
  • Owner Income Reports
  • Owner P&L Reports
  • 1099-MISC Form
  • 1096 IRS Transmittal of Returns Form

These reports help communicate financial and operational performance to owners and investors.


Maintenance Reports

Maintenance reports help track work order activity and property maintenance operations. Common examples include:

  • Work Order Status Report
  • Completed Work Orders
  • Work Order Performance Report

These reports help maintenance teams prioritize and monitor property maintenance activities.


Vendor Reports

Vendor reports help manage vendor relationships and payment activity. Common examples include:

  • Vendor Reports
  • 1099-NEC Form
  • 1096 IRS Transmittal of Returns Form

These reports provide visibility into vendor engagement and expenditures.


Many PropertyBoss clients regularly use reports such as:

  • Rent Roll
  • Delinquency Reports
  • Lease Expiration Reports
  • Occupancy Reports
  • Owner Statements
  • Open Work Orders
  • Vendor Payment Reports
  • Trial Balance
  • Income Statement
  • Balance Sheet
  • Lease Statements

These reports provide the operational and financial information most property management companies need on a daily, weekly, monthly, and annual basis.


Tips for Report Selection

When determining which report to use, start by identifying the question you need answered. Examples:

  • Who owes money? Delinquency Report
  • Which leases expire next month? Lease Activity Report
  • Which units are vacant? Unit Availability and Property Vacancy Reports
  • What income was collected this month? Income Statement
  • Which work orders remain open? Work Order Status Report


If a built in report provides most of the information you need but requires additional customization, consider creating a Merlin report to supplement your reporting needs.

Additional Resources