Here are some of the most common and valuable Merlin (custom) reports that PropertyBoss clients create and use regularly.


TABLE OF CONTENTS

Leasing & Prospect Management

  • Active Prospect Pipeline:  Track all current prospects and their progress through the leasing process. Common fields:
    • Prospect Name
    • Property
    • Lead Source
    • Status
    • Contact Date
    • Follow Up Date
  • Prospect Follow Up Report: Identify prospects requiring contact or follow up.
  • Unpaid Applications: Identify prospects who submitted an application but not an accompanying application fee. 

Tenant & Lease Management

  • Lease Expirations: Track leases approaching expiration. Typical filters:
    • Next 30 days
    • Next 60 days
    • Next 90 days
  • Move In Schedule: View upcoming resident move ins.
  • Move Out Schedule: Monitor upcoming vacancies and turnovers.
  • Resident Contact Directory: Generate tenant contact lists. Common fields:
    • Name
    • Address
    • Phone
    • Email
  • Missing Information Report: Find records missing critical information such as:
    • Phone numbers
    • Email addresses
    • Vehicle information 
    • Emergency contact 
  • Occupancy Report: Track occupied vs vacant units.

Delinquency & Collections

  • Residents with Outstanding Balances: Identify tenants with open balances. Common fields:
    • Resident
    • Property
    • Amount Due
    • Paid Thru Date
  • Past Due Accounts by Property: Quickly identify properties with collections concerns.
  • Pre-Collections Call List: Generate a list of residents requiring contact regarding past due balances.
  • Payment Arrangement Tracking: Monitor residents with payment plans or special arrangements.

Property Management

  • Vacancy Report: Identify all vacant units. Common fields:
    • Property
    • Unit
    • Vacancy Date
    • Market Rent
  • Properties by Manager: Organize properties by assigned staff member.
  • Unit Availability Report: View current and future inventory available for leasing.

Maintenance & Work Orders

  • Open Work Orders: One of the most commonly used Merlin reports. Common fields:
    • Work Order Number
    • Property
    • Priority
    • Assigned Vendor
    • Date Opened
  • Work Orders by Technician: Track assigned maintenance workload.
  • Overdue Work Orders: Identify maintenance requests that have exceeded target completion dates.
  • Work Orders by Property: View maintenance activity by property.
  • Vendor Performance Tracking: Monitor work order volume assigned to vendors.

Vendor Management

  • Vendor Contact List: Quick access to vendor information.
  • Active Vendors: List current vendors.
  • Vendors by Trade: 
    • Plumbing
    • HVAC
    • Electrical
    • Landscaping
    • Cleaning

Accounting & Financial Management

  • Search Transactions: One of the most commonly used Merlin reports. Common fields:
    • Transaction Name
    • Amount
    • Date (range)
    • Property
    • Accounting File
  • Open Transactions: Review outstanding transactions requiring attention.
  • QuickBooks Interface Batch Files: Track interface batch files by date, accounting file, and batch number.
  • Transactions by Transaction Code: Monitor specific accounting categories.
  • Deposit Review Report: Track pending payments, payment deposits, and posting activity.
  • Charge Detail Report: Analyze tenant charges by type.

Owner Management

  • Owner Contact Directory: Generate owner phone and email lists.
  • Properties by Owner: Quickly identify ownership relationships.
  • Owner Statement Review: Prepare information prior to owner distributions.
  • Owners with Multiple Properties: Useful for portfolio management.

Executive & Operations Reports

  • Portfolio Snapshot: Combine key metrics into a single operational report. Examples:
    • Vacancies
    • Current Delinquencies
    • Past Tenant Delinquencies 
  • Weekly Operations Dashboard: Create a Merlin report that managers review weekly.
  • Regional Property Summary: Group properties by region or portfolio.
  • High Balance Exceptions: Identify accounts requiring management attention.

These are the reports clients typically reference daily or weekly because they support leasing, collections, maintenance, communication, and operational oversight.

  1. Lease Expirations
  2. Occupancy/Vacancy Report
  3. Resident Contact List
  4. Delinquency Report
  5. Open Work Orders
  6. Prospect Pipeline
  7. Follow Up Report
  8. Vendor Contact List
  9. Properties by Owner
  10. Open Transactions Report

Additional Resources