Overview
A rent roll report provides a comprehensive overview of a property, detailing key information about each leased unit or space. The primary purpose of a rent roll report is to help property owners and managers track rental income, assess a property's financial performance, and make informed decisions about their real estate investments.
A rent roll typically includes:
Tenant Information — name, lease start and end dates, and other lease terms.
Rental Rates — the rent for each unit or space.
Lease Expirations — expiration dates, so you can plan renewals or negotiations.
Rent Roll Totals — summaries like total monthly income, occupancy rate, and other portfolio-level metrics.
Arrears or Delinquencies — tenants behind on rent or with outstanding balances.
Vacancy Information — vacant units and their potential rental income once leased.
The Steps
To view the Rent Roll report, click Reports on the main menu. Search and click on the Rent Roll report.
At the top of the report, an Insights section shows key portfolio metrics at a glance:
Occupancy Rate
Total Monthly Rent
Balance Due
Avg Rent / Unit
Vacant Units
If any tenants have outstanding balances, an alert banner appears summarizing how many tenants and the total amount owed. Click Filter report on the alert to jump straight to those tenants.
Use the filter bar to narrow down the report:
Search — Search by property, unit, or tenant name.
As of [date] — View the report as of a specific date. This shows which units were occupied or vacant as of that date, but it won't show what rent, deposits, or balances were at that time — only the current amounts. You can't view the rent roll over a date range, only for a single point in time.
Portfolio, Property, Owner — Filter down to specific records. Use the Property filter, for example, to see the rent roll for just one property and its units.
Grouping — Choose No grouping, By property, or By status to organize the report.
By default, the report shows every property and unit, along with occupancy status, monthly rent, balance due, deposits held, and lease start/end dates.
Note: If units on the rent roll show occupied when they shouldn't be (or vacant when they shouldn't be), the lease term dates on the lease are most likely incorrect. Some common causes:
If a lease shows vacant but there are tenants on the property, the lease is most likely expired and needs to be renewed or extended.
If a lease shows occupied but is actually vacant, a past lease likely wasn't ended correctly, or its end date wasn't updated to reflect the real end date.
The lease was month-to-month, or set to roll over to month-to-month.
If a unit has a lease attached but shows vacant, the lease hasn't started yet — it changes to occupied once the lease begins.
For more on editing lease terms, see Edit Lease Terms on an Active Lease and Edit Lease Terms on an Inactive Lease.
Note: The Rent Roll report doesn't separate rent from CAM charges. The amount shown in the Monthly rent column is the total recurring rent charged each month.
The Rent Roll report gives you a complete, up-to-date view of occupancy, rent, and balances across your entire portfolio.