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Import properties and tenants from a spreadsheet

Bring in properties, units, tenants, balances, deposits and owners from one Excel or CSV file.

2 min read · 2 min video

If your rent roll lives in a spreadsheet, you can bring it all in at once: properties, units, tenants, rent, housing assistance, balances, deposits and owners. Only the company owner can import.

Get your file ready

  • Use an Excel (.xlsx) or CSV file with one row per unit. Old .xls files can't be read; save as .xlsx or CSV first.
  • Many properties can go in one file. Either add a Property column, or put each property's name on its own row above its units.
  • Not sure how to lay it out? On the import page, click Download a template to fill in.
  • Balance owed is what each tenant owes. Use a negative number or (parentheses) for a credit.

Import it

  1. Go to Portfolio → Properties and click Import.
  2. Click Choose file and pick your spreadsheet.
  3. On Match your columns, check each field. PropFlow guesses most of them. Pick Not in my file for anything you don't have. You need at least the unit, the rent (or the tenant portion) and the tenant's name. If the headers aren't on the first row, change Headers are on row.
  4. Click Continue.
  5. Review each property. For a new one, fill in the name, street, city, 5-digit ZIP and Owner on leases (legal name). To add to a property you already have, pick it under Import into.
  6. Check the boxes at the top: skip rows with problems, whether the balances are as of today, and whether to charge this month's late fee. Set the late fee for new properties.
  7. Click Import. When it says All imported, click through to your properties or the rent roll.

Tip: Importing into just one property? Open the property and use its import page. It has three steps: Upload, Match columns, Check and import. Nothing is saved until you click Import, and it's all or nothing.

Questions

What does "balances are as of today" mean?

Leave it checked if the balance column already counts this month's rent and payments. PropFlow then works out the opening balance so this month isn't charged twice.

Some rows have problems. What now?

Fix them in your file and import again, or check Skip rows with problems and add those tenants by hand after. See Move in a tenant.

Does it bring in my payment history?

No. It brings in what each tenant owes now as an opening balance. Past payments stay in your old file.

Can PropFlow do it for me?

Yes. Click Send us the file on the import page and we'll import it free.

Didn't answer your question?

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