Chapter 13.14
Leasing and occupancy reports
Six reports answer the questions a leasing review asks: who lives where and what they pay, which leases end soon, what stands empty and what that costs, which rents go up and when, and how well the advertising and the applications are turning into leases. This chapter runs all six for Summit's quarterly leasing review, ties every total to the leases and to the other reports with the arithmetic shown, and reads honestly the places where a report says something other than what you expect.
When you finish this chapter you will be able to:
- Find the six Leasing and occupancy reports and say which question each one answers.
- Read the rent roll, and tie its rent, balance and deposit totals to the leases, to Outstanding Balances and to the Deposits page, explaining the deposit charged but not yet paid.
- Run the rent roll on a future date to see what the books already know about the coming months, and what they do not.
- Choose a Leases Ending window that answers the question, and read its end actions.
- Measure vacancy in units and in dollars, and bridge from the market rent of every unit to the rent in force.
- Tie the Rent Increase report to the change in the rent roll, and read its notice and cap columns.
- Read the leasing funnel and the applicant pipeline together, and explain why their counts differ.
The Leasing and occupancy subgroup
Open Reports → Property management → Leasing and occupancy in the left menu, or scroll the Reports page to the subgroup of the same name. It is the first of the six property management subgroups (Chapter 6.1, Section 1, shows the menu with the Rent Roll Report open) and holds six cards. Each report keeps its card's title everywhere: on its page, in the breadcrumb, at the head of the statement and on the PDF, Excel and CSV files.
Each report answers one question. Read the question first: it tells you which date to set.
| Report | The question it answers | Date | Its own choices | Page right |
|---|---|---|---|---|
| Rent Roll Report | Who is in which unit, at what rent, owing what, with what deposit? | As of; today by default, a future day allowed | Status | Rent roll |
| Leases Ending Report | Whose lease ends in the window, and what happens next? | From, To; the first of the month to 120 days after today | none beyond the property | Rent roll |
| Unit Vacancy Report | What stands empty, for how long, and is it advertised? | As of; today by default, a future day allowed | Listed | Units |
| Rent Increase Report | Which rents change, by how much, from when, with what notice? | As of; effective from tomorrow to a year from today | Source | Rent roll |
| Leasing Funnel Report | How many leads were shown, applied and signed, and from which source? | From, To (the day each prospect was added) | Rows by, Assigned to, Source | Leasing |
| Applicant Pipeline Report | Where does each application stand, and why was each decision made? | From, To (the day each application was received) | Status, Stage, Reason code | Leasing |
All six also offer Property and Property group. Summit has three properties and one group, Bend portfolio (the Galveston Building and the Riverside Fourplex, which Summit owns); Juniper Cottage is managed for its owner (Chapter 13.11). Each report has its own row under Reports in Users and permissions (Chapter 15.7) and also needs the view right of the module page in the last column.1
What these reports share, and what is their own
The six reports use the same frame as every property management report: one row of choices above the statement, Run report, the exports PDF / Print, Excel and CSV, a Notes block, and the Report information box with its fingerprint. Chapter 13.15, Section 2, and Chapter 13.17, Section 2, describe that frame and how it differs from the financial reports of Chapter 6.1; it is not repeated here. Five things are particular to this subgroup:
- The as-of date may lie in the future. The rent roll and the vacancy report accept a day after today and show the leases, rents and deposits the books already hold for it. Section 3 uses this to look at December and January. (Tasks Aging, in Chapter 13.17, refuses a future date; these two do not.)
- The windows look forward. Leases Ending opens on the first of the month to 120 days after today (11/01/2026 to 03/06/2027 when run on 11/06/2026). Rent Increase opens as of today on changes effective from tomorrow to a year from today (11/07/2026 to 11/06/2027 on the same evening). Every default moves with the calendar; type the dates when a run must be repeatable.
- The Report information box carries the leasing figures. The rent roll adds Occupancy, Leases by status and Rent of active leases; the vacancy report adds Occupancy; the Rent Increase report adds By property; the funnel adds Funnel, Conversion and Median days to a lease; the pipeline adds Applications by status.
- Two reports count people, not money. Each says so under its title: Prospects · counts on the funnel, Applications on the pipeline, whose only column, Rows, counts each application as 1 (Section 7).
- The rent roll counts some rows and not others. Its Rent total counts active leases only, though future leases are listed with their rent. Section 3 shows why that matters when you export it.
Rent Roll: who lives where, and what they pay
The rent roll is the first page of any leasing review, and the one a buyer, a lender or an auditor asks for first. It lists every lease of the selection as of one day, grouped by property: the unit and the people on the lease, the rent in force, the next due date (printed only when the as-of day is today or later),2 the start and end dates, the type, the status, and three amounts: Rent, the rent in force on the day; Balance, the open invoices of the lease; and Deposit held, the lease's deposit ledger. Status chooses which leases appear: the default, Current (not past), lists future, active and expired leases and leaves out the past ones.3
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Open Rent Roll Report as of the review date
Type 11/05/2026 in As of (the box opens on today), leave the property on All properties and the status on Current (not past), and click Run report.
Eight leases on eight units, but only five of them active. Marcus Bell is gone: their lease ended at possession on the review date and is Past, so the default status leaves it out. Each total ties to something outside the report:
| Total | The arithmetic | Ties to |
|---|---|---|
| Rent $7,220.00 | $1,450.00 + $1,150.00 + $2,100.00 + $1,325.00 + $1,195.00 = $7,220.00, the five active leases. The future rows ($1,364.75, $1,200.00 and $1,400.00) are printed but not added. | The Report information line Rent of active leases. |
| Balance $2,658.02 | $300.00 (Riley) + $1,150.00 (Morgan) + $13.02 (Priya's water) + $1,195.00 (Noah) = $2,658.02 | Outstanding Balances as of 11/05/2026, 4 leases owing 2,658.02 (Chapter 13.15, Procedure A), and Aged Receivables for the same four tenants (Chapter 6.6). |
| Deposits $7,125.00 | Galveston $1,450.00 + $1,150.00 = $2,600.00; Juniper $2,100.00; Riverside $1,325.00 + $1,100.00 = $2,425.00; $2,600.00 + $2,100.00 + $2,425.00 = $7,125.00 | The Deposits page, less the deposit charged but not yet paid. The page totals $8,525.00 held (Money Market Savings $6,425.00 for Galveston and Riverside + Tenant Deposit Trust $2,100.00 for Juniper, Chapter 13.11) and notes "$1,400.00 of what is held is charged but not yet paid by the tenants": Casey's deposit, invoice 1254, dated 12/01/2026. $8,525.00 − $1,400.00 = $7,125.00. |
The Deposits page counts a deposit from the day it is charged, whatever the date on its invoice; the rent roll leaves out anything dated after its as-of day. That is the whole of the $1,400.00 difference, and $8,525.00 is exactly the rent roll's deposit total as of 12/01/2026 (below). The $5,025.00 for Money Market Savings shown at the end of Chapter 13.7 was taken before Casey's lease was executed: $5,025.00 + $1,400.00 = $6,425.00 is the figure the page shows now.
The Riverside deposits also explain themselves against the import: Chapter 13.2 brought in $3,775.00 for three tenants, and Marcus's $1,350.00 left at move-out ($175.00 withheld, $1,175.00 refunded), so $3,775.00 − $1,350.00 = $2,425.00.
Three rows deserve a second look. Priya appears twice on unit 1: the running lease to 12/31/2026 and the renewal that follows it. That is correct; a unit may carry a running lease and the signed lease that comes next. Unit 2 shows Avery Quill's lease, Future for one more day, and not Marcus's, which is past. And Casey's lease shows no deposit, although Chapter 13.4 invoiced one: the note under the report says "Charges and deposits dated after 11/05/2026 are not counted", and the deposit invoice, 1254, is dated 12/01/2026. Notice also who is not on the roll: Rowan Lindqvist, who will live in unit 4, is an occupant, not a party to the lease (Chapter 13.4), and the roll lists only the people on the lease.
The same roll on other days
The as-of date answers "what did the roll say then?" and "what do the books already know about later?". Run it as of the day before, 11/04/2026, and Marcus is back: 9 leases, 6 of 8 units occupied, rent $7,220.00 + $1,350.00 = $8,570.00. That day's balance is only Morgan's $1,150.00 and that day's deposits only $1,450.00 + $1,150.00 + $2,100.00 = $4,700.00, because Riverside's opening balances and deposits were brought in as of 11/05 (Chapter 13.2) and Riley's chargeback and fee are dated 11/05 too.
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Run the roll again as of the first day of each coming month
Set As of to 12/01/2026, then to 01/01/2027, clicking Run report each time.
Read the three days side by side:
| As of | Occupied | Rent of active leases | What changed |
|---|---|---|---|
| 11/05/2026 (the review date) | 5 of 8 | $7,220.00 | |
| 12/01/2026 | 7 of 8 | $9,820.00 | Avery's lease began on 11/06 and Casey's begins: $7,220.00 + $1,200.00 + $1,400.00 = $9,820.00 |
| 01/01/2027 | 7 of 8 | $9,909.75 | Two rent changes: $9,820.00 + $50.00 (Morgan) + $39.75 (Priya) = $9,909.75 |
The $89.75 between December and January is exactly the total of the Rent Increase report in Section 6. A future as-of date is a good check that a renewal or a rent change was recorded where the schedule will find it.
The roll as of a future day shows only what is already dated in the books. The rent schedule posts December's rent on December 1, so the balance as of 12/01/2026 and as of 01/01/2027 is $2,658.02 − $50.00 + $1,000.00 + $1,400.00 = $5,008.02: the review date's open invoices, less Riley's $50.00 concession applied to invoice 1249 on 11/06 (Chapter 13.5; Riley's row reads $250.00), plus Avery's first, part-month rent invoice (1255, dated 11/06/2026, for November 6 to 30) and Casey's deposit invoice, and no rent for December or January. Likewise Priya's deposit still sits on the first lease as of 01/01/2027, because its move to the renewal posts on that day, not before.4 Use the future roll for rents, leases and occupancy; use the roll of the review date for money.
One more detail of the 12/01 and 01/01 rolls: Casey's deposit counts as held from the day it is charged, while the same $1,400.00 is still in the balance. The module puts a deposit on the deposit ledger, and its liability in the books, when it is invoiced; the balance column tells you it is not yet paid. Read the two columns together before you tell an owner a deposit is in the bank. The Deposits page does the same sum for you: its $8,525.00 equals this roll's deposit total, and its note names the $1,400.00 not yet paid.
Leases Ending: whose lease ends next
Leases Ending lists every lease whose end date falls in the window, in date order, with the rent and other monthly charges in force on it, the credits issued to the lease, its balance today, the end action (what happens when it ends) and the next lease on the unit, if one exists. The end actions are Renewed (a next lease exists), the renewal's own stage when a renewal is open, Move-out (a notice was received), Rollover (it turns month to month), Ended (it ended early) and Undecided. A lease that ended early is listed at the day it actually ended, with its contract end, the date written in the lease, printed beside it. An at-will lease has no end date and never appears here: Morgan's and Noah's leases are not on this report at any window.
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Open Leases Ending Report with its default window
Run on 11/06/2026, the window is 11/01/2026 to 03/06/2027. To repeat this run on a later day, type those two dates.
Two leases, both already dealt with. Marcus's lease ran to 06/30/2027 by contract, but it ended on 11/05/2026 at possession (Chapter 13.7), so the report lists it at 11/05/2026 with Ended and prints the contract end beside it. Priya renewed on November 5 (Chapter 13.7). The two amounts beside Priya's rent tie to Chapter 13.15. Credits issued, $1,325.00, is OB-CAE706, the prepaid rent the import brought in as a customer credit, a line of the Credits Issued Report.5 The balance, $13.02, is Priya's water charge, invoice 1252, the same $13.02 as on the rent roll. Both stay on the first lease when it ends: the renewal starts clean, and the credit still has to be used on December's rent invoice by hand.
The mistake: a window typed backwards
The manager's next question was "and in the first quarter of next year?". The bookkeeper typed the end of the quarter first, From 03/31/2027 and To 01/01/2027, and clicked Run report.
The report refused rather than guess. The boxes keep the dates as typed, 03/31/2027 and 01/01/2027, so the cause is in plain sight beside the message: the end comes before the start. Retype the two dates the right way round and run again. With From 01/01/2027 and To 03/31/2027 the answer is "0 leases ending, 0.00 of monthly rent" and "No leases match this selection.": nothing ends in the first quarter. That is an answer too, but not a useful one. The useful window for a leasing review is the next twelve months or more, so that each renewal can be started in time.
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Widen the window to the end of next year
From 11/01/2026, To 12/31/2027, Run report.
The total adds every row: $1,350.00 + $1,325.00 + $1,450.00 + $2,100.00 + $1,200.00 + $1,400.00 + $1,364.75 = $10,189.75. Three of those rows are not rent at risk. Marcus has already gone, and both of Priya's leases are renewed: the first into the lease ending 12/31/2027, and that one, on 11/06, into a lease from 01/01/2028 at $1,405.69 (Chapter 13.7):
| Monthly rent | |
|---|---|
| Report total, seven leases | $10,189.75 |
| less Marcus Bell, moved out 11/05/2026 | −$1,350.00 |
| less Priya's first lease, renewed into the lease ending 12/31/2027 | −$1,325.00 |
| less Priya's lease ending 12/31/2027, renewed into the lease from 01/01/2028 | −$1,364.75 |
| Rent still to renew: Riley, Jamie, Avery and Casey | $6,150.00 = $1,450.00 + $2,100.00 + $1,200.00 + $1,400.00 |
A lease that ended early is listed at the day it ended, 11/05/2026 for Marcus, with its contract end, 06/30/2027, printed beside it, and its last rent, $1,350.00, is added to the total like any other row.6 Read Ended as "already gone" and leave it out of the rent at risk. A window that starts after the move-out day does not show the lease at all, even though its contract runs on.
The Balance column is what each lease owes on the day you run the report: its open invoices dated on or before today, whatever the window. Run on 11/06/2026, the column total is $13.02 + $250.00 + $1,000.00 = $1,263.02; Riley's $250.00 is the $300.00 of the review date less the $50.00 concession applied on 11/06 (Chapter 13.5). Avery's $1,000.00 is invoice 1255, dated 11/06/2026, so the rent roll as of 11/05 does not count it yet; Casey's deposit invoice, dated 12/01/2026, is not counted here until that day. Credits issued totals $1,325.00 (Priya's prepaid rent) + $150.00 (Riley's two concessions of 11/06, $50.00 applied and $100.00 held) + $75.00 (Avery's move-in concession) = $1,550.00.
For the review the useful line is the date column. Riley's, Jamie's and Avery's leases end on 10/31/2027 and Casey's on 11/30/2027. With the renewal lead of 120 days set in Chapter 13.7, the first three renewals should open around 07/03/2027; put the date in the review notes and check the Renewals page then.
Unit Vacancy: what stands empty, and what it costs
The vacancy report lists every unit without an active lease on the day: its beds and baths, the day it became vacant and the days since, its market rent, the last rent a lease charged on it, market vs last (the difference), and the unit's listing with its status, rent, available date and days listed. Listed narrows the list to units with an open listing, or to those without one.
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Open Unit Vacancy Report as of the review date
Type 11/05/2026 in As of, leave Listed on All, and run.
Three units, $125.00 + $1,350.00 + $1,400.00 = $2,875.00 of market rent a month. The count agrees with the rent roll (5 occupied + 3 vacant = 8 units), and each row tells a different story:
- S1 never had a lease. Its vacant since is the day the unit was added to the books, November 1 (Chapter 13.1), so the 4 days measure the books' memory, not the room's history.7 It is listed at $125.00 from 11/09 (Chapter 13.3), and a denied applicant (Section 7) has not filled it.
- Unit 2 became vacant on the review date, the possession day of Marcus's move-out. Its last rent was $1,350.00 and its market rent is the same, so market vs last is $0.00 (printed as a dash). It is not listed, and it need not be: Avery Quill's lease starts the next day, 11/06/2026 (the Future row of the rent roll). The report reads listings, not future leases, so a unit let without a listing shows Not listed. Before you advertise a unit marked Not listed, look for a future lease on the rent roll; if there is none, list it (Chapter 13.3, Procedure B).
- Unit 4 is let, but not yet occupied. Casey's lease starts 12/01/2026, so on 11/05 the unit has no active lease and counts as vacant; the listing column, Closed: leased, says why nobody needs to advertise it. Run the report as of 12/01/2026 and units 2 and 4 both drop out: 1 of 8 units vacant, 125.00 of market rent, S1 alone. S1 is then vacant since 11/01/2026, 30 days.
The Listed rent total, $125.00 + $1,400.00 = $1,525.00, adds unit 4's closed listing to S1's open one, so it is not the rent being advertised tonight; only S1's $125.00 is. Choose Listed in Listed to see the open listings alone: the caption then reads "3 of 8 units vacant, 1 shown, 125.00 of market rent".
The Occupancy line is always counted over every unit and every lease. With Listed set to Listed the report shows S1 alone, yet Report information still reads "5 of 8 units occupied; 3 vacant"; the rent roll with Status Past lists Marcus alone and still reads 5 of 8 units occupied. Filter freely, and quote occupancy from any run of the same day.
From market rent to the rent in force
Vacancy is half the gap between what the units could earn and what they do earn. The other half is rent below market on occupied units. The market rent of every unit is on Property → Units (Chapter 13.1): $1,450.00 + $1,150.00 + $125.00 (Galveston) + $2,100.00 (Juniper) + $1,350.00 + $1,350.00 + $1,250.00 + $1,400.00 (Riverside) = $10,175.00.
| From market to rent in force, 11/05/2026 | Monthly | Source |
|---|---|---|
| Market rent, all 8 units | $10,175.00 | Units list |
| less vacant units (S1, 2, 4) | −$2,875.00 | Unit Vacancy |
| Market rent of occupied units | $7,300.00 | |
| less rent below market: Priya $1,350.00 − $1,325.00 and Noah $1,250.00 − $1,195.00 | −$80.00 = −$25.00 − $55.00 | Units list and Rent roll |
| Rent in force | $7,220.00 | Rent roll total |
So occupancy is 5 ÷ 8 = 62.5% in units, but $7,220.00 ÷ $10,175.00 = 71.0% in dollars: the empty units include the smallest (S1). One day later the bridge moves: unit 2 is let at $1,200.00, $150.00 below its market rent, so the vacant units fall to $1,525.00 (S1 and 4), rent below market rises to $230.00, and $10,175.00 − $1,525.00 − $230.00 = $8,420.00, the rent of active leases on the rent roll as of 11/06/2026. The figure mixes Summit's own buildings with Juniper Cottage, managed for its owner; for Summit's own rents choose the Bend portfolio group.
Rent Increase: which rents change, and when
The Rent Increase report lists every rent change that takes effect in the window and was in the books on the as-of day: the current rent, the new rent, the change in dollars and in percent, the effective day, the source (the original lease, a renewal, an escalation, a rent change or an import), the day the notice was sent, the notice days required and the rent cap check of Chapter 13.7.
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Open Rent Increase Report as of the review date
Type 11/05/2026 in As of, and 11/06/2026 and 11/05/2027 in Effective from and to: a year ahead of the review date. (Left alone on the evening of the 6th, the boxes read 11/06/2026, 11/07/2026 and 11/06/2027 and give the same two changes.)
The two changes of Chapter 13.7, and the arithmetic of each:
| Lease | Current | New | Change | Percent |
|---|---|---|---|---|
| Galveston 2B, Morgan Diaz, at will | $1,150.00 | $1,200.00 | $50.00 | $50.00 ÷ $1,150.00 = 4.35% |
| Riverside 1, Priya Raman, renewal | $1,325.00 | $1,364.75 | $39.75 | $39.75 ÷ $1,325.00 = 3.00% |
| Total | $2,475.00 | $2,564.75 | $89.75 |
The $89.75 ties to the rent roll: $9,909.75 as of 01/01/2027 − $9,820.00 as of 12/01/2026 = $89.75 (Section 3). "A period" in the caption means a rent period, here a month. The By property line of Report information splits the total by building, which is the figure an owner of one building asks for. Both rows say source Renewal, Morgan's too: an at-will rent change made through the Renewals page (Chapter 13.7) is a renewal to the report. The Source filter separates the routes: Original lease, Renewal, Escalation, Rent change and Imported.
The as-of day matters too. The report lists only changes still ahead of it: set As of to 01/15/2027 (with the window a year from 01/16/2027) and the two January changes are gone, because both took effect on 01/01/2027; what remains is "1 rent change, 40.94 a period in all", Priya's next renewal, $1,364.75 to $1,405.69 from 01/01/2028 (Chapter 13.7). Check the date in the title under the company name before you file the report.
Notice days required 30 is the number of days the notice check required, kept with the new rent term; it is the module's default, unreviewed (Chapter 13.7). The notice actually given ran from 11/05/2026 to 01/01/2027, 57 days. When an owner or a tenant asks how much notice was given, count it from notice sent and effective, not from this detail.8 Rent cap no rule for OR means the books hold no reviewed Oregon rule; it is not a statement that Oregon has no cap.
The window matters as much as on Leases Ending. With to set to 12/31/2026 the report shows 0 rent changes, because nothing changes before January.
Leasing Funnel and Applicant Pipeline: is the leasing working?
The last two reports look backward. The funnel counts the prospects added in the period, each once, by how far they got: With a showing (any showing booked), Shown, Applied, Leased (closed as leased) and Closed other (deferred, canceled or rejected), with the conversion (leased over prospects) and the median days from the prospect's creation to its lease. Rows by sorts them by intake source or by the staff member assigned. The note promises that "No figure uses budget, occupants or pets": the funnel measures the advertising and the staff, never the people.
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Open Leasing Funnel Report for the month to the review date
From 11/01/2026, To 11/05/2026, Rows by Source.
Two prospects, both for unit 4 (Chapter 13.3). Casey Lindqvist called the number on the sign, was shown the unit, applied and signed: one lease from two prospects, 1 ÷ 2 = 50%. Devon Okafor wrote through a listing site, was shown the unit and is still thinking it over; an open prospect is neither leased nor closed other, so the row reads 1, 1, 1, then dashes. With Rows by set to Assignee both sit on one row, Alex Morgan, 2 prospects and 50%. October returns "No prospects were added between 10/01/2026 and 10/31/2026."
Read the median with care. 0 days to a lease means Casey's prospect was added and closed as leased on the same day: a prospect closes as leased when the lease is executed (Chapter 13.4), not when the tenant moves in on 12/01. Two prospects are far too few to judge a source; the funnel becomes useful over a quarter or a year, when it shows which advertising brings people who sign.
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Open Applicant Pipeline Report for the same period
From 11/01/2026, To 11/05/2026. It lists every application received in the period, property by property, with its status, stage and days in that stage (counted to the day you run it), the received and decided days, the decision reason, the criteria version it was judged under and, for a denial, the adverse-action letter. Status, Stage and Reason code filter it.
Two applications, two decisions, each with a reason and the same criteria version. That is what the report is for: if an applicant later asks why they were turned down, or a fair housing reviewer asks whether everyone was judged alike, the pipeline shows the reason code and the written criteria in force on the day, and the letter that went with the denial (Chapter 13.3).
Three things to read correctly:
- The Rows column is a count. Each application counts 1, and the total, 2, is two applications. The caption and the Applications line of Report information say the same in words: 1 rejected, 1 moved in.
- Moved in means the lease is signed. Casey's application turned Moved in when the lease was executed on 11/05 (Chapter 13.4). Casey has no keys yet: the rent roll shows the lease Future and the vacancy report the unit vacant until 12/01.9
- The letter's delivery is a separate record. The CSV has a Letter delivered on column, filled when the delivery is recorded on the letter's document page (the Send card, Chapter 13.3). For D-000007 it is empty: Summit handed the letter over and noted it on the applicant's activity. Record the delivery on the letter as well, so the pipeline itself shows that every denial reached the applicant.
Why the funnel says 1 applied and the pipeline 2
The two reports count different things. The funnel counts prospects, and Casey was the only prospect who applied. Reese Harmon applied on paper for S1 and was entered with New applicant, never as a prospect (Chapter 13.3), so Reese is in the pipeline and not in the funnel: 1 prospect who applied + 1 applicant who was never a prospect = 2 applications. If your office starts every walk-in as a prospect first, the two numbers will agree, and the funnel will credit the source that brought them in.
Exports for the review file
The review ends with a PDF of each report in the review file. PDF / Print opens the statement as a PDF in a new tab; save it from there.
The fingerprint on the PDF is the one the screen showed, so the paper and the screen show the same figures; the File line adds that nothing changed in the books between the run and the file. The Excel file has two sheets: Statement (the report, with the small grey details of each row in a Flags column) and Report information, which gives the fingerprint in full.
The CSV puts the caption on its first line and one column per detail, so it is the one to sort or filter. Its columns:
| Report | CSV columns after the caption line |
|---|---|
| Rent Roll | Property, Unit, Tenants, Rent, Frequency, Next due, Balance, Deposit held, Start, End, Type, Status |
| Leases Ending | Ends, Property, Unit, Tenant, Type, Start, Monthly rent, Other charges (monthly), Credits issued, Balance, End action, Next lease, Contract end |
| Unit Vacancy | Property, Unit, Bed / bath, Status, Vacant since, Days vacant, Market rent, Last rent, Market vs last, Listing, Listed rent, Available, Days listed |
| Rent Increase | Property, Unit, Tenants, Current rent, New rent, Change, Change %, Effective, Source, Notice sent, Notice days required, Rent cap |
| Leasing Funnel | Source (or Assignee), Prospects, With a showing, Shown, Applied, Leased, Closed other, Conversion %, Median days to lease |
| Applicant Pipeline | App no, Applicant, Unit, Property, Status, Stage, Days in stage, Received, Decision reason, Decided on, Criteria version, Adverse letter, Letter delivered on |
Dates in the CSV are written year first (2026-12-01), and types and end actions as the books store them (fixed, at_will, renewed, undecided). Contract end is filled only for a lease that ended early: Marcus's row reads 2026-11-05 in Ends and 2027-06-30 in Contract end. On the rent roll CSV of a past as-of day the Next due column is empty, as on the screen.
The rent roll CSV ends with Total, 7220.00, the active leases. Add up the Rent column yourself and you get $7,220.00 + $1,364.75 + $1,200.00 + $1,400.00 = $11,184.75, because the three future leases are rows of the file. Filter the Status column to active before you sum, or use the total line.
The quarterly leasing review
The steps above, in the order a review uses them. Allow twenty minutes, type the review date in every date box, and write each tie-out down.
- 1
Rent roll as of the review date
Note occupancy, rent of active leases, balance and deposits. Tie the balance to Outstanding Balances as of the same day, and the deposits to the Deposits page less any deposit charged but not yet paid (the page's note gives the amount).
- 2
Rent roll as of the first of each coming month
Explain each change in rent and occupancy by a lease that starts, ends or changes rent.
- 3
Leases Ending for the next twelve months or more
List the Undecided leases with their end dates and the day their renewals open; leave Ended and Renewed rows out of the rent at risk.
- 4
Unit Vacancy as of the review date
Every vacant unit is listed, let to a future lease (check the rent roll for a Not listed unit), or has a reason written down. Note the market rent standing empty.
- 5
Rent Increase for the next year
Tie its total to the change in the rent roll on the effective day, and read the notice and cap columns against your state's real rules.
- 6
Leasing Funnel and Applicant Pipeline for the quarter
Note the conversion by source; check that every decision has a reason and the criteria version, and every denial its letter and a record of delivery.
- 7
Save the PDFs
One PDF per report in the review file; the fingerprint shows later that a copy matches its run.
Summit's answers to the manager's five questions, as of November 5:
| Question | Answer | From |
|---|---|---|
| Who is where, and what do they pay? | 5 of 8 units occupied, $7,220.00 a month in force; $2,658.02 owed; $7,125.00 of deposits held. Avery's lease starts 11/06 at $1,200.00 and Casey moves in 12/01 at $1,400.00. | Rent roll |
| Whose lease ends next? | Marcus's ended on 11/05; Priya's on 12/31/2026 is already renewed. Then Riley, Jamie and Avery on 10/31/2027 and Casey on 11/30/2027: $6,150.00 a month still to renew. Priya's renewal ending 12/31/2027 is renewed again from 01/01/2028. | Leases Ending |
| What stands empty? | S1 (listed), unit 2 (let to Avery from 11/06) and unit 4 (let from 12/01): $2,875.00 of market rent, of which only S1's $125.00 still needs a tenant. Occupancy 62.5% in units, 71.0% in dollars. | Unit Vacancy; Units list |
| Which rents change? | Morgan +$50.00 and Priya +$39.75 from 01/01/2027: +$89.75 a month. | Rent Increase; Rent roll |
| Is the advertising working? | Two prospects, one lease (the sign); too few to judge. One application denied with its letter. | Leasing Funnel; Applicant Pipeline |
Write the review in five figures that must agree next quarter: occupied units (5 of 8), rent in force ($7,220.00 = the rent roll and Rent of active leases), market rent standing empty ($2,875.00), rent to renew in twelve months ($6,150.00) and rent increases booked ($89.75 = the January roll less the December roll). If one moves without a lease to explain it, start there.
A quarterly leasing review
- [x] Rent roll run as of the review date with the default status; its rent total equals Rent of active leases.
- [x] Rent roll balance tied to Outstanding Balances; deposits held tied to the Deposits page less the deposits charged but not yet paid.
- [x] Rent roll run as of each coming first of the month; every change explained by a lease.
- [x] Future-dated invoices and deposits read for what they are: charged, not paid.
- [x] Leases Ending run for twelve months or more; a refused window retyped the right way round.
- [x] Ended and Renewed rows left out of the rent at risk; renewal dates of the rest noted.
- [x] Every vacant unit listed, let or explained; a Not listed unit checked against the rent roll for a future lease.
- [x] Market rent bridged to the rent in force: vacancy plus rent below market.
- [x] Rent Increase run with the review date in As of; its total tied to the rent roll.
- [x] Notice given counted from the dates, not from notice days required.
- [x] Funnel and pipeline read together; every decision has a reason, a criteria version and, for a denial, a letter with its delivery recorded.
- [x] A PDF of each report saved in the review file.
Check your understanding
1. The rent roll as of 11/05/2026 lists Casey's lease at $1,400.00 and Avery's at $1,200.00, yet its Rent total is $7,220.00, which leaves them out. Is the total wrong?
Answer
No. The Rent total counts active leases only. On 11/05 Avery's lease is Future until 11/06/2026, Casey's until 12/01/2026 and Priya's renewal until 01/01/2027; all three are listed so you can see them, but none charges rent yet. $1,450.00 + $1,150.00 + $2,100.00 + $1,325.00 + $1,195.00 = $7,220.00.
2. Run as of 12/01/2026, the rent roll shows a balance of $5,008.02. Does that include December's rent?
Answer
No. It is the review date's $2,658.02, less Riley's $50.00 concession applied on 11/06, plus Avery's part-month November rent of $1,000.00 (invoice 1255, dated 11/06/2026) and Casey's deposit invoice of $1,400.00, dated 12/01/2026. The rent schedule posts December's rent on December 1; a future roll shows only what is already dated in the books.
3. Leases Ending, run from 03/31/2027 to 01/01/2027, answers "The period ends before it starts." What do you do, and what will you get?
Answer
The boxes still hold the dates you typed. Swap them, From 01/01/2027 and To 03/31/2027, and run again. The answer is 0 leases ending: nothing ends in the first quarter of 2027.
4. Marcus Bell's contract ran to 06/30/2027. Why is their lease in the default window of Leases Ending, at 11/05/2026, and does its $1,350.00 belong in the rent at risk?
Answer
The lease ended early, at possession on 11/05/2026, so the report lists it at the day it ended, with end action Ended and contract end 06/30/2027 beside it. Its rent is counted in the report total, but it does not belong in the rent at risk: the tenant has already gone.
5. Unit 4 has a signed lease, yet the vacancy report counts it vacant. Why, and how do you know it needs no advertising?
Answer
The lease starts on 12/01/2026, so on 11/05 the unit has no active lease. The listing column says Closed: leased. As of 12/01/2026 it drops out of the report.
6. Market rent of all units is $10,175.00 and the rent in force is $7,220.00. Explain the difference.
Answer
$2,875.00 of vacant units (S1, 2 and 4) and $80.00 of rent below market on occupied units (Priya $25.00, Noah $55.00): $10,175.00 − $2,875.00 − $80.00 = $7,220.00.
7. You run the Rent Increase report as of 01/15/2027 and it shows only Priya's change of 01/01/2028. Has Morgan's increase been lost?
Answer
No. The report lists only changes still ahead of its as-of day, and Morgan's and Priya's January changes took effect on 01/01/2027. Run it as of a day before 01/01/2027 to see them, or read Morgan's $1,200.00 on the rent roll as of any day from 01/01/2027.
8. The Rent Increase report says notice days required 30 for Priya. How much notice did Priya get?
Answer
57 days, from the notice sent on 11/05/2026 to the new rent on 01/01/2027. The 30 is the number of days the notice check required (the module's unreviewed default).
9. The funnel shows 1 applied, the pipeline 2 applications. Which is right?
Answer
Both. The funnel counts prospects, and Casey was the one prospect who applied. Reese applied on paper and was entered as an applicant without a prospect, so Reese counts only in the pipeline.
Notes
- The page rights are: Rent roll for the Rent Roll, Leases Ending and Rent Increase reports, Units for Unit Vacancy, and Leasing for the funnel and the pipeline. On the rent roll, the Balance and Deposit held figures are left empty for a person who may not read the Lease ledgers or the Deposits. ↑
- The report prints the next due date only on a roll of today or a later day. As of 11/05/2026, run on 11/06, the rows and the CSV's Next due column are empty; the roll as of 01/01/2027 shows it on every row. ↑
- The statuses are those of the lease on the as-of day: Future (not yet started), Active, Expired (a fixed lease past its end date that nothing has closed yet) and Past (ended). Read as of 01/01/2027, Priya's first lease reads Expired: its end date has passed and, in today's books, nothing has closed it. A Past lease is listed with no rent, balance or deposit: with Status Past as of 11/05/2026 the roll lists Marcus alone with dashes and Rent of active leases $0.00. ↑
- The rent roll counts deposits by the day each deposit row was posted and balances by the invoices dated on or before the as-of day. Rent that a schedule will post later, and deposit transfers dated later, are not in the books yet and so are not on the roll. ↑
- The Credits issued column adds every customer credit issued to the lease and dated on or before today, whether or not it has been used. Priya's $1,325.00 had not been used on 11/05/2026 (Chapter 13.15, Procedure B). ↑
- The move-out of Chapter 13.7 records the possession day on the lease and makes the lease past, but leaves the contract end date of 06/30/2027 as it was signed. Leases Ending uses the day the lease ended when there is one, and the contract end date otherwise; the CSV gives the contract end of an early-ended lease in its last column, Contract end. ↑
- For a unit that had a lease, vacant since is the day that lease ended; for a unit that never had one, it is the day the unit was added to the books. ↑
- The CSV calls the column Notice days required too. Chapter 13.7, Section 2, explains the notice check and why the 30 days is marked default, unreviewed in books that hold no reviewed state rule. This is not legal advice; check your state's notice period before you send a rent increase. ↑
- An applicant's status follows the lease: Moved in is set when the lease made from the application is executed, whatever its start date. The lease's own Move-in tab keeps its deposit and checklist gates open until the tenant pays and walks the unit (Chapter 13.4, Procedure B). ↑