Your facility's numbers, from your own exports.
Drop in two files, your PMS Rent Roll and your QuickBooks Profit and Loss, to see revenue, occupancy, delinquency, NOI and rent upside in one place.
- In your PMS, export the Rent Roll as Excel, one per facility.
- In QuickBooks, export the Profit and Loss for the last 12 months with columns by month. A single 12-month total works too, without the monthly chart.
- Drop both files below.
If your PMS splits units and tenants into two exports (a unit list and a renters or tenant list), add both; balances and dates come from the tenant list.
Optional, for occupancy trends and move-out reasons: your PMS's Historical Management Summary (last 12 months, a column for each month) and Move-in/Move-out Detail.
How to export your reports
This is an early version. Help shape it.
Tell me what worked, what looked wrong, and what you'd want to see every month. Every answer gets read, and the next version is built from them.
How each number is calculated
- Occupancy
- Rented units divided by all units. "Rentable" leaves out units your PMS marks Unavailable.
- Economic occupancy
- Rent charged on rented units, divided by the street rate of every unit (Actual Occupied Rate over Gross Potential Rate). It matches the number in your PMS's Management Summary.
- Delinquency (headline)
- Money owed by tenants 30 or more days past their paid-through date, as a share of a month's rent on rented units.
- Rent upside
- For tenants in place a year or more who pay below street rate: what they'd add each month at street rate.
- Revenue (headline)
- The latest month in your QuickBooks Profit and Loss, with its change from the month before and from the same month a year earlier when those are loaded.
- Delinquent
- A rented unit with a balance owed. PMSs differ on whether money owed shows as a positive or a negative balance; the page works it out from units past their paid-through date, and you can change it under "Change how this file is read".
- Days behind
- The report date minus the unit's paid-through date.
- Below street rate
- For rented units paying less than the unit's current street rate, the monthly difference. "A year or more" uses the move-in date.
- Revenue and expenses
- From your QuickBooks Profit and Loss: Total Income, and total expenses plus any cost of goods sold. Categories are your top-level expense accounts.
- Net operating income
- Revenue minus operating expenses. Financing costs (accounts named for interest, mortgage, loan or SBA fees, depreciation or amortization) are left out, as is standard for storage. QuickBooks' own "Net Operating Income" line subtracts them when they're booked as expenses, so the page shows that number too when they differ.
- Collected
- Payments received in the month, from your PMS's Management Summary. It's charted only when no QuickBooks P&L is loaded, since it mostly tracks revenue.
- Counts toward
- A P&L covers a whole company. Choose which facility it belongs to, or "All facilities combined" if one company holds several. The combined view always uses every P&L you've added.
- Report date
- Taken from the rent roll's "Through" line. If a file has no title block, the latest payment date in the file is used; you can change it.