PropertyBoss provides two powerful reporting tools: Built In Reports and Merlin (Custom) Reports. Understanding the differences will help you choose the right tool for the information you need.

TABLE OF CONTENTS

• Built In Reports vs. Merlin Reports
• When to Use Built In Reports
• When to Use Merlin Reports
• Comparison Examples
  • Why Many Clients Use Both
• Which Type of Report Should I Use?
• Tips for Report Selection
• Key Takeaway
• Additional Resources

Built In Reports vs. Merlin Reports

When to Use Built In Reports

Built In reports are designed to answer common business and accounting questions using predefined calculations and reporting logic. Use Built In reports when you need:

• Financial statements
• Delinquency reports
• Owner statements
• Accounts payable reports
• Bank reconciliation reports
• Rent rolls
• Occupancy reports
• Lease expiration reports
• Regulatory or audit reporting

Example

• Question: What income and expenses were posted last month?
• Recommended Report: Income Statement
• Because financial reports contain accounting calculations and formal report formatting, a built in report is typically the best choice.

When to Use Merlin Reports

Merlin Reports allow users to create customized views of data within PropertyBoss. Use Merlin reports when you need to:

• Create custom contact lists
• Build operational dashboards
• Filter records based on specific criteria
• Monitor work orders
• Track prospects
• Analyze tenant information
• Create specialized exports

Example

• Question: Show all active residents with unpaid balances over $500 and include their phone numbers and email addresses.
• Recommended Report: Merlin Report in the RentRoll Navigator
• A Merlin report allows you to select the exact fields, filters, sort order, and grouping needed.

Comparison Examples

1. Lease Expirations
   1. Built In Report - Provides a standard list of expiring leases.
   2. Merlin Report - Allows you to:
      1. Add phone numbers
      2. Add email addresses
      3. Filter by ascending month
      4. Sort by expiration date
      5. Group by property
2. Delinquency Reporting
   1. Built In Report - Provides official delinquency reporting and balance information.
   2. Merlin Report - Allows you to:
      1. Display only selected properties
      2. Add contact information
      3. Create collection call lists
      4. Organize accounts by balance amount
3. Occupancy Reporting
   1. Built In Report - Provides occupancy metrics and vacancy information.
   2. Merlin Report - Allows users to build custom vacancy tracking reports and operational dashboards.

Why Many Clients Use Both

Most PropertyBoss users rely on both reporting tools. A common workflow might look like this:

• Built In Report: Run a Delinquency Report to identify outstanding balances.
• Merlin Report: Create a collection call list with:
  • Resident name
  • Phone number
  • Email address
  • Balance due
  • Property

The built in report provides the official information, while the Merlin report provides a customized working list.

Which Type of Report Should I Use?

Tips for Report Selection

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

• Who owes money? Delinquency Report
• Which leases expire next month? Lease Expiration Report
• Which units are vacant? Vacancy Report
• What income was collected this month? Income Statement
• Which work orders remain open? Open Work Orders 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.

Key Takeaway

Built In reports answer standard business and accounting questions using predefined calculations and formatting. Merlin reports allow users to create customized views of PropertyBoss data for daily operations, analysis, and workflow management. In most organizations, the two tools work best together: Built In reports provide the official numbers, while Merlin reports provide the flexibility to analyze and organize information in the way your team works best.

Additional Resources

• Built In Reports: An Overview
• Merlin (Custom) Reports: An Overview
• Common Merlin Report Use Cases
• How to: Locate and Run Built In Reports
• How to: Create and Use Merlin Reports