If you are leaving PropertyBoss, we recommend reviewing and exporting any information you may need before your PropertyBoss access ends.

Every organization has different accounting, operational, and record retention needs. This checklist is intended to help you identify commonly needed information and should not be considered an exhaustive list.

TABLE OF CONTENTS

Options for Your Historical PropertyBoss Data

Before your regular PropertyBoss access ends, consider which option best fits your needs.


Option 1: Export Your Own Data

You may use the reporting tools available within PropertyBoss to export the information you want to retain.

PropertyBoss does not provide complimentary training or assistance with identifying, compiling, or formatting data for a client's transition to another software provider.

If you choose to export your own data, you are responsible for determining what information you need, identifying the appropriate PropertyBoss reports, and preparing the exported data for your new software provider.


Option 2: Purchase a Report Package

If you would prefer assistance obtaining your PropertyBoss data, PropertyBoss offers a Report Package that includes a standard set of reports pulled by our team.

This is a paid service and may be a good option if you do not want to pull the reports yourself.

Contact Trina Lasiter at trina.lasiter@propertyboss.com for current package options and pricing. 


Option 3: Maintain Historical Access

If you would prefer to maintain access to your PropertyBoss database rather than relying entirely on exported reports, Historical Access is available for a nominal monthly fee.

Historical Access provides access to your PropertyBoss database in a hosted, read only environment so you can continue referencing historical information after you stop using PropertyBoss for daily operations. Historical Access is intended for historical reference rather than ongoing property management or data entry.

This option may be helpful if you are unsure which historical records you may need in the future or prefer to retain access to your PropertyBoss database rather than trying to anticipate every report you may need before leaving.

Contact Garland Ferrell at gferrell@propertyboss.com for current Historical Access pricing.


Before You Begin Exporting

Confirm the exact data and fields required by your new software provider before beginning your exports. You may need multiple PropertyBoss reports to collect everything requested. For example, in PropertyBoss, property, unit, and lease information is maintained separately. This may require separate exports on your end.

After exporting, you are responsible for any additional filtering, consolidation, or reformatting required by your new provider.

PropertyBoss reporting provides Excel export options, and Merlin can be used to customize fields, filters, sorting, and grouping.


You may find this information through standard reports (under Viewing Reports) or in the various navigators under the Accounting and Managing... sections on the side navigation pane in PropertyBoss. 

Financial Records

☐ All Transactions: Consider exporting your historical transaction information for future reference, easily accessed through Transaction Search.

☐ A574 / A576 Open Balances: Consider retaining a snapshot of outstanding balances as of the end of your PropertyBoss usage.

☐ A148 Lease Statement / Resident Statement: Consider retaining resident statements if you need detailed resident account history.

☐ B310 / B312 Deposit Summary Reports: Consider retaining reports of payment deposits.

☐ E101 EFT Reconciliation Report: Consider retaining information through a selected date of EFT payments.


Properties, Units, and Leases

☐ All Properties: Best accessed through RentRoll navigator. 

☐ All Units: Best accessed through RentRoll navigator.

☐ All Leases: Best accessed through RentRoll navigator.

☐ A110 Lease Activity Report: Consider exporting/saving a list of move-ins, -outs, and transfers for selected dates. 

☐ A410 / A411 / A412 Rent Roll Reports: Consider exporting/saving various rent rolls. 


Prospects, Tenants (Members) and Contacts

☐ Current Prospects: Consider exporting the contact information your organization may need for current and historical records. Easily accessed through the Prospects navigator.

☐ All Tenant Contact Information: Consider exporting the contact information your organization may need for current and historical records. Easily accessed through the Tenants (Members)/Contact navigator.

☐ All Non-Tenant Contact Information: Consider exporting the contact information your organization may need for current and historical records. Easily accessed through the Tenants (Members)/Contact navigator.


Owners

☐ All Owners: Consider exporting owner information your organization may need for future reference, easily accessed through the Owners navigator.

☐ O260 / O261 Owner Statements: Consider retaining owner statements if you need detailed account history.


Work Orders

☐ All Work Orders: Consider exporting historical work order information if your organization needs to retain maintenance records. Best accessed in the Work Orders navigator. 

☐ W310 Work Order Print: Consider saving/printing work orders for a selected date range.


Management

☐ Management Fees: Consider exporting management fee information when applicable to your organization's operations and financial records. Best accessed through Transaction Search.

☐ A220 / A222 Property Manager P/L Statement: Consider exporting profit and loss statements for specific years.


Additional Reporting Areas to Review

Depending on how your organization uses PropertyBoss, you may also want to review reports available in the following areas:

☐ Accounts Receivable

☐ Accounts Payable

☐ General Ledger

☐ Tenant Reports

☐ Property and Unit Reports

☐ Lease Reports

☐ Move In / Move Out Reports

☐ Utility and Metering Reports

☐ Taxes and Budget Reports


PropertyBoss also provides customizable Merlin reporting within:

☐ Rent Roll

☐ Transaction Search

☐ Owners

☐ Prospects

☐ Contacts

☐ Vendors

☐ Work Orders

These reporting areas may be helpful when the information you need is not available within a single standard report.


Documents and Other Files

Reports may not contain all information your organization needs to retain. Before leaving PropertyBoss, review whether you need:

☐ Applications

☐ Uploaded files

☐ Documents or media associated with your PropertyBoss records


Final Review Before Access Ends

Before your PropertyBoss access ends:

☐ Decide whether you will export your own information, purchase the Report Package, or maintain Historical Access

☐ Determine which historical records your organization needs to retain

☐ Confirm the specific data and field requirements of your new software provider

☐ Export applicable reports and data

☐ Review outstanding balances and financial records

☐ Review documents and files that may not be included in reports

☐ Open exported files and confirm they contain the information you intended to retain

☐ Complete any necessary filtering, consolidation, or reformatting

☐ Save exported information in a secure location that will remain available to your organization


Important

This checklist provides general recommendations only. Your organization is responsible for determining which records it needs to retain based on its accounting, legal, operational, and record retention requirements.

If you are moving to another property management system, we strongly recommend obtaining the new provider's data requirements before beginning your exports.

PropertyBoss does not identify, prepare, consolidate, or reformat exported data to meet another software provider's import requirements unless those services are specifically included in a purchased service.