1–20 unit landlords
Rent roll & occupancy reports on DIY landlord software — exports, free vs paid, cutover
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For a 1–20 unit DIY landlord, a “rent roll” is the one-page answer to “who lives where, what do they owe, and which doors are empty?” TurboTenant publishes the clearest free-path Rent Roll CSV (Payments dashboard) with named columns — tenants, lease dates, rent, deposit, unpaid / past due — and marks vacant units as Vacant. RentRedi exposes a searchable Rent Roll with CSV and PDF export, plus Properties statuses Vacant / Rented / Expiring (lease within 90 days of end) and a 90-day expiration email. Avail markets a Rent Roll you can email to your inbox for Google Sheets; Terms describe unit address, typical monthly rent, and vacant vs occupied — thinner on published column lists and PDF options than the other two. None of these three replace a dated local archive before cutover (see switch checklist).
What this page is (and is not)
- Is: a side-by-side of what “rent roll” means in-product, occupancy / vacant / leased views, columns help centers name, export formats (CSV / PDF / email), scheduled or reminder emails where published, free vs paid gates, and cutover handoff for a small portfolio.
- Is not: a lender underwriting guide, a tax return, an occupancy-rate KPI product review, or a claim that a one-click rent roll equals statutory proof of anything.
- Uncertainty rule: Exact RentRedi Rent Roll column names are not listed in the Payments FAQ we used (only the find + CSV/PDF path). Avail’s education article and Terms name fewer columns than TurboTenant’s help article. Scheduled email of a full rent roll (vs one-off email or lease-expiration reminders) is not clearly published for all three — say so below. Re-verify in a live trial before you send a roll to a bank or buyer.
What “rent roll” means here (read this first)
- Point-in-time occupancy snapshot: units + who is on the active lease (or Vacant) + rent / deposit / balances. This is what lenders and partners usually mean by “send me a rent roll.”
- Not the same as a payment history export: charges/deposits CSVs and “received payments” reports are transaction trails — useful for books, weak as a unit roster. Pair them; don’t confuse them.
- Not Schedule E / P&L: year-end category exports live on the accounting & Schedule E page. A rent roll answers “current leased state,” not “last year’s expenses.”
- Occupancy views vs reports: some tools show Vacant / Rented on a Properties dashboard and separately export a Rent Roll file. Both matter when you renew or list.
Feature snapshot (verify on vendor pages)
| Capability | RentRedi | TurboTenant | Avail |
|---|---|---|---|
| What “rent roll” means in-product | Dashboard search → Rent Roll for properties & units; Export → CSV (Excel) or PDF (Payments FAQs help) | Rent Roll = snapshot of current portfolio status for you / lender / investor: occupancy, lease terms, tenants, rents, deposits, outstanding balances (Rent Roll help) | Terms: Rent Roll is a “balance sheet” of units with unit address, typical monthly rent, and vacant or occupied. Education: auto-generated when you collect rent online; email to inbox for Sheets |
| Occupancy / vacant / leased status views | Properties statuses: Vacant (lease not started or already ended), Rented (active lease), Expiring (active + within 90 days of end). Driven by lease dates | Vacant units appear on the rent roll with Vacant in Tenants and dashes for date/dollar fields. Only active leases + vacant units (drafts / upcoming excluded) | Vacant vs occupied called out in Terms for the Rent Roll. Unit/lease status also managed on each property’s Leases tab (change end date / cancel flows in support). No separate “Expiring in 90 days” tab found in sources we used |
| Columns typically included | Help documents the report + CSV/PDF path; does not publish a full column list in the FAQs we read — confirm live (expect unit/tenant/lease/rent/balance-style fields; verify) | Published columns: Property, Full property address, Unit, Room, Tenants, Lease Start, Lease End (or “Month-to-month”), Security Deposit, Rent Amount, Total Unpaid, Total Past Due. First row shows pull date; sorted by address | Published: unit address, typical monthly rent, vacant/occupied (Terms). Education implies collected rent / fees context. Tenant names, lease end, balances — not listed with the same precision as TT; confirm in emailed sheet |
| PDF / CSV / Excel export | CSV (Excel) and PDF from Rent Roll Export. Broader section Export on Properties, Renters, Rent, Maintenance, Communication, Prequalifications, Applications → spreadsheet | CSV from Payments dashboard (bottom → generate/export). Help describes CSV for Sheets/Excel — no PDF rent-roll option named in the Rent Roll article | Email Rent Roll to inbox → open in Google Sheets (education). Received Payments: Reports → Email Report → .csv attachment. Transaction ledger download also emails CSV. Dedicated PDF rent-roll button not found in sources we used |
| Lease expiration / renewal radar | Properties → Expiring in 90 days tab (real-time). Email reminder when leases expire within the next 90 days. Unit Leases tab: Current / Upcoming / Previous / Expired | Lease End on rent roll (or Month-to-month). Draft/upcoming leases not on the export — fix data on lease profile. Separate renewal product flows exist elsewhere; not a published “90-day expiring” report in the Rent Roll article | Lease end date editable on Leases → More → Change end date; education lists lease end as a classic rent-roll field for vacancy planning. Dedicated expiring-leases email/report not verified in help we used |
| Scheduled / email reports | Expiring-lease email (90 days). Rent Roll itself is on-demand export in help — recurring scheduled PDF/CSV not found. Custom filtered dashboards can be browser-bookmarked (filters reload) | On-demand CSV from Payments. No published “email me the rent roll every Monday” in the Rent Roll help article | Rent Roll / Received Payments / ledger: email-to-inbox pattern. Cadence (one-shot vs schedule) not clearly published — treat as request-when-needed unless your live UI shows a schedule |
| Free vs paid gates | No free RR landlord tier in current pricing pages we use — Rent Roll / section exports sit on the paid flat subscription. Confirm current plan labels in-account | Free plan includes Rent Roll (“View a summary of your rental income and tenant payment activity”) per plan help. Deeper Financial Reports / full Accounting Suite (P&L, NOI, cash flow, Schedule E-style) are Pro — do not confuse Pro financial reports with the Free rent-roll CSV | Rent Roll + Cash Flow described as platform reports in Terms; education ties generation to collecting rent online. Not marketed in our sources as a Plus-only unlock — confirm live plan names (Unlimited vs Plus) |
| Cutover / export for migration | Export Rent Roll PDF + CSV; also Properties / Renters / Rent section CSVs. Pair with per-file lease PDFs from Documents Hub (CSVs won’t carry binaries) — see switch checklist | Rent Roll CSV + Settings → Export Data (tenants/properties) + Payments charges/deposits CSVs. No bulk lease-document ZIP — download signed PDFs manually | Email/save Rent Roll sheet + Received Payments CSV + ledger CSV; archive every signed lease PDF. Bulk property/tenant/lease CSV often absent — plan re-key of structural data |
Sources (Sep 2026): RentRedi help — “RentRedi Payments FAQs” (Find and Export a Rent Roll: CSV/PDF); “How to Export Reports”; “Create Custom Reports (Filter and Sort Dashboard Columns)”; “How to See Expiring Leases” (+ 90-day email); “Vacant Unit Showing as Rented” / “Rented Units Showing as Vacant” (Vacant / Rented / Expiring definitions); “Using the Leases Tab.” TurboTenant help — “Rent Roll” (columns, Vacant dashes, active-only, CSV from Payments); “Is There a Cost to Sign Up…” (Free includes Rent Roll; Pro Financial Reports / Accounting Suite). Avail — Terms §3.6 Property Management Reports (address, typical monthly rent, vacant/occupied; Cash Flow); education “What Is a Rent Roll?” (email report → Google Sheets); support “How To Generate Received Payment Reports”; “How To Manage Income And Expense Tracking” (ledger CSV email); lease end-date support. Cross-cutting: switch checklist portability notes. Re-verify Export menus, column headers, and plan gates in a live account.
Worked example: 4-door duplex pair (honest cutover pack)
You own two duplexes (four units). Three are leased; Unit 2B is vacant and listed. Rents on the three occupied doors are $1,450 / $1,475 / $1,500. One lease ends in 45 days; another is month-to-month. You need (1) a lender-ready occupancy snapshot and (2) a migrate folder if you switch tools next month. Dollar amounts below are illustrative portfolio math — not vendor-published sample data. Export paths are what help centers document.
| Need | RentRedi | TurboTenant | Avail |
|---|---|---|---|
| 1. Occupancy at a glance | Properties: three Rented (one also Expiring if ≤90 days), one Vacant. Open Expiring in 90 days for the renewal | Generate Rent Roll CSV — three tenant rows + one row with Tenants = Vacant and dashes for dates/dollars | Email Rent Roll; expect vacant vs occupied flags per Terms. Confirm vacant unit shows without a tenant in the sheet |
| 2. Columns for the bank | Export Rent Roll PDF (easy attach) + CSV for your own sheet. Spot-check lease dates vs unit Leases tab | CSV already lists Lease Start/End, Rent Amount, Security Deposit, Total Unpaid, Total Past Due — strongest published column set of the three | Sheets file from email: address + typical rent + occupied/vacant. Add lease-end / balance columns yourself if the emailed sheet is thin — Terms only guarantee those three fields |
| 3. Payment trail (not the roll) | Payments → Export Charges (spreadsheet / QuickBooks options) for the date range | Payments → Charges / Deposits → Export CSV | Reports → Received Payments → Email Report (.csv); plus Accounting ledger download if you track expenses |
| 4. Switch-day folder | Create migrate-YYYY-MM-DD/: rent-roll PDF and/or CSV, tenant/property CSVs where available, received-payments / ledger CSV, plus every signed lease PDF from the document vault page. Diff a second rent-roll pull 2–3 days later before cancel. |
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At four doors, TurboTenant wins if you want a free, column-documented CSV that already speaks “lender rent roll.” RentRedi wins if you want PDF + CSV, a live Expiring / Vacant / Rented Properties view, and a 90-day expiration email. Avail wins if you want a simple email-to-Sheets rent roll on a free-leaning path — accepting thinner published column detail and more manual re-key if you leave.
Free vs paid: who should upgrade for reporting
- RentRedi: You’re already paying for the product — Rent Roll export is part of the landlord workflow in help, not a separate “reports SKU” we found. Upgrade decisions are about broader plan features, not unlocking the roll.
- TurboTenant: Stay Free if the Payments Rent Roll CSV + vacant rows meet lender/partner needs. Pay Pro when you need the Accounting Suite / Financial Reports (P&L, NOI, cash flow, Schedule E-style depth) — that is a different product surface than the free rent roll. Essentials does not unlock Pro financial reports per plan help.
- Avail: Do not buy Plus “just for a rent roll” based on Terms/education sources we used — the report is described as a platform Manager report. Pay Plus only for Plus features you actually need; confirm live.
Cutover / switch handoff
- Snapshot date: Pull the rent roll the morning after rent posts (same rule as the switch checklist), not during ACH settlement chaos.
- Two pulls: Export day 0 and day 2–3; diff Vacant rows and Total Unpaid / balances so mid-cycle payers don’t vanish.
- Structural + binary: CSVs carry roster/balances; signed leases and photos do not. Use the document-vault page for per-file downloads.
- Destination import: TT’s published columns map cleanly to a spreadsheet import. RR PDF is great for humans, CSV for systems. Avail Sheets + ledger CSV + manual lease re-key is the honest Avail exit path.
- Tell tenants once: New portal for rent after the first clear cycle — don’t run dual autopay without a plan (see late fees & autopay).
Fit notes for 1–20 units
- Need a documented CSV column list today: TurboTenant Rent Roll help.
- Need PDF attach for a bank email: RentRedi Rent Roll Export → PDF.
- Need Vacant / Rented / Expiring on one Properties screen + 90-day email: RentRedi.
- Need email-to-Sheets with minimal product concepts: Avail.
- Need P&L / NOI / Schedule E depth: not this page — see accounting; on TT that is Pro Accounting, not Free Rent Roll.
- Migrating off Avail: save the emailed roll + payment CSVs early; expect re-key of units/tenants/leases.
Honest uncertainty callouts
- RentRedi’s help path for Rent Roll is clear; the exact CSV/PDF column headers are not enumerated in the FAQs we cited — open a trial and screenshot your export.
- Avail Terms guarantee address / typical rent / vacant-or-occupied; education adds email-to-Sheets. Anything beyond that (tenant name, lease end, balances on the same file) should be verified in the file you receive.
- None of the three published a guaranteed “email me a rent roll every 1st” scheduler in the articles above (RR does email for expiring leases; Avail emails reports on request).
- Third-party blogs sometimes invent “occupancy %” dashboards — we did not treat those as primary sources.
Related
- Roommate & co-tenant changes — keep tenant names on the rent roll current after a roommate swap
- Holdover & month-to-month conversion — keep MTM units showing as current, not expired or vacant
- Eviction & collections handoff — pay-or-quit docs, Stop/Block/Disable e-pay, counsel export packs
- Section 8 / HAP payments — voucher units: contract rent vs HAP vs tenant share on the books
- Partial payments, credits & balance adjustments — short pays, landlord credits, ledger fixes
- Renewals & lease extensions — notice windows, e-sign renewals vs new lease, rent bumps, free vs paid gates
- Applications & lead pipeline — inquiry → showings → application → screening handoff, free vs paid gates
- Insurance & COI reminders — landlord policies, tenant renters proof, vendor certificates, expiration nudges
- Switch checklist — what to export before you migrate; CSV vs attachments
- Document vault & lease files — where signed leases live; what exports on switch
- Accounting & Schedule E — category exports vs rent-roll snapshot
- Owner statements & 1099 — investor packets and vendor totals
- Security deposits & move-out — deposit amounts that should match the roll
- Late fees & autopay — balances and autopay cutover
- Where DIY tools list vacancies — marketing empty doors after the roll shows Vacant
- Lease & e-sign — lease dates that drive occupancy status
- Tenant notices & communication logs — operational trail vs reports
- RentRedi vs TurboTenant vs Avail — full criteria table
- Best PMS for 1–5 units — shortlist before you standardize reports
- Per-unit vs flat-rate break-even — subscription math
- Subleases & lease assignments — who is the tenant of record after a sublease or assignment
- Buying or selling with tenants in place: the rent roll and ledger exports a seller hands a buyer, plus the estoppel that confirms them
- Small Portfolio Desk home
Educational product research only — not legal, tax, lending, or underwriting advice. A software rent roll is an operational snapshot, not a guarantee of income or occupancy for financing. Feature labels, export formats, and plan gates change — confirm in a live account before you migrate, cancel, or send a report to a third party.