Data Import

Looking to get started with Rentec Direct fast?  Rentec offers data import services that upload your existing tenants and their current balance, properties, vendors, and owners for you. You would simply copy your data onto our spreadsheet template(s) and we'll import it into your Rentec program for you.

Note:

  • This import tool is only available for a portfolio of 25+ properties.
  • It is limited to rentals that invoice monthly only. Daily, weekly, bi-weekly, and annual rentals will need to be entered manually.
  • We also require a non-refundable payment to prepay for your first 3 months subscription fees to ensure that you are committed to using our solution before importing your data set. 

Important NoteIf you plan to use our import services, please do not manually enter any of your units or tenants into the program. The import is intended to enter them for you. If you enter them and then ask us to import them as well, they will be duplicated in your program. To avoid that, it will require us to purge the information you've entered so that we can complete the import, and all of the time it took you to enter the data manually will be lost.

System Advice: Within our excel file templates are column headers and sample data. Please do not adjust the format of these templates as it will interfere with a successful import. 


Properties and Tenants

Properties and tenants are the heart of the software and the bulk of the data-entry for most clients. Follow these steps to ensure a quick and accurate import. 

  1. Download the Import-Properties-and-Tenants.xlsx file
  2. Download the Questionnaire
  3. Download the Import Prepay Authorization Form
  4. Populate the spreadsheet, questionnaire, and prepay authorization form with your own data
  5. Submit the data spreadsheet, questionnaire, and prepay authorization form by email to our secure inbox, docs@rentecdirect.com

Property Owners (optional)

For PM version clients, we are also able to import the property owners into the software. 

  1. Download the Import-Owners-.xlsx file
  2. Populate the spreadsheet with your property owner data
  3. A guide to help fill out the spreadsheet can be found [here
  4. Submit the spreadsheet along with the original spreadsheet and questionnaire

Vendors and Payees (optional)

For PRO and PM clients, we are able to import your vendor list as well.

  1. Download the Import-Vendors.xlsx file
  2. Populate the spreadsheet with your property owner data
  3. A guide to help fill out the spreadsheet can be found [here]
  4. Submit the spreadsheet along with the original spreadsheet and questionnaire

Frequently Asked Questions: 

How Long Does an Import Take?
We typically process imports within 7 business days and will send you a confirmation email when it's complete.

What about Past Transaction History? 
Our import system places a beginning balance on all of your tenant accounts and does not import past transaction history. You will either need to manually enter your past transaction history, or make sure to account for those numbers when pulling your end of year reporting and filing any 1099-MISC forms.

What about Late Fees?
Late fees will not post to a tenant's account until their account has completed a billing cycle in Rentec. This means that when your data is imported, late fees will not be posted until the following month. If any of your tenants are currently late during the month they are imported, their late fees will need to be posted manually to each of their individual accounts.

What is Included in the Import? 
It's important to note that the import only includes the data (in the proper format) as presented in the downloaded spreadsheets. Any additional data-entry, adding or moving columns, or any other format manipulation will cause the import to fail. 

If additional information is needed to be imported, see Advanced Data Import Services below. 

Do You Offer Advanced Data Import Services? 
If your data is in a different format or if you are having any challenge converting your data into the spreadsheet above, we also offer advanced data import services.

With this service, we will convert your data into a format that can be copied onto our template spreadsheets and then run through our import tool.

For this, we have experienced database administrators which will review the data you have in its current format and give you a free estimate of the time and cost involved to convert the data to the Rentec Direct system. 

Note:

  • Advanced data import is available on a per-hour basis billed at $65 per hour.
  • Advanced import services may not be available if we do not have sufficient resources at the time of your request.    

Contact our support department at 800-881-5139 or success@rentecdirect.com for more information on this program.

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