Custom reporting using data exports

A key part of running your letting agency, or any business for that matter, is having visibility of all your data and all activity at a glance. It may be summarising all rents received over a particular period, listing all transactions occurring on a bank account or browsing all correspondence with a landlord or tenant. RentPro has a full suite of property management reports which let you see just that, along with more high level management reports which focus on revenue generating with your lettings business. But no matter how comprehensive these pre-built commonly used reports are, agency managers may have more specific reporting requirements, or may wish to use property management data from within RentPro for other purposes, or within other systems within the organisation. This is where data exports come in.

All data within RentPro can be exported at any time, and this is commonly done for two reasons. The first usually relates to peace of mind. Although such fears are unfounded since all your key files and data are stored in a very secure datacentre environment, and continually backed up offsite, it’s human nature to sometimes just want “another backup”, especially when your key business data and livelihood is at stake.

One of the main drivers for encouraging the use of dedicated property management software packages such as RentPro is to step away from more unwieldy management tools such as Microsoft Excel. A spreadsheet such as Excel is not the ideal solution for managing and recording day to day transactions and operations within a busy letting agency since it makes much more sense to “add a new landlord record” and fill in the relevant fields on the form within RentPro than to “fill data into cells C3 through C15, and then fill related data into cells H1 through M14 on the second worksheet”.  But spreadsheets are extremely good at crunching and analysing data which has been obtained from sources like these dedicated packages. You can sort and filter data, cross-reference data between sheets, and apply powerful pivot tables to get very customised reports. You can also use these data exports as inputs to other systems within your business if applicable, e.g. to aid with decision making in other workflow management applications. In summary, access to the raw property management data opens up a whole world of possibilities to the more technically minded letting agent or rental property manager.

You can export one or more sets of data from the system via Admin > Export, selecting the date range (if applicable) and types of data to export. This data is then downloaded to your PC where you can do with it what you will. For some data exports a date range is not relevant, e.g. lists of landlords or tenants. All other exports are denoted by an X icon in the export screen, those without an X can take a date range.

Try exporting your data and familiarise yourself with what’s included in these export files, and you may discover an extra level of reporting which could yield further insight into how your business is performing.

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