Move from another property manager by preparing clean source records, importing the supported property and tenancy data, and reviewing the result before you rely on it. Keep the old system available until you have reconciled balances, documents, and active leases in Aptoria.
Start from the migration guide
Import your properties and units
Then bring in your tenants
Start from the migration guide
If your portfolio lives in another property-management system, start at Properties → Migrate. Pick the system you are leaving — Buildium, AppFolio, DoorLoop, Rentec Direct, and several others are profiled, with a generic option for anything else — and the screen shows you the exact export steps for that vendor: which reports to run, where the export buttons are, and which files to download.
The same screen shows an honest "what won't transfer cleanly" list per vendor before you begin — things like work-order photos that the old system does not export, bank-reconciliation history from before the migration date, historic screening reports that cannot be re-pulled, and autopay authorizations, which tenants must re-authorize themselves for payment-security reasons. Better to know up front than to discover it after. A guided migration option is also offered right on the screen if you would rather do it as a working session with help than alone.
Import your properties and units
The property import takes a CSV with one row per unit — upload a file or paste the contents directly. Rows from a known PMS are auto-mapped: the importer recognizes each vendor's column names, so a Buildium or DoorLoop export usually maps without you re-labeling anything. A downloadable template with a sample row is there if you are coming from a plain spreadsheet.
Every row is validated before anything is created — required fields, numeric fields, and the property's state, which is required because it drives the compliance rules applied to that property. Rows with problems are flagged individually so you can fix and re-check them, and properties that appear on multiple rows (same name and address) are coalesced into one property with multiple units rather than duplicated.
Go to Properties → Migrate and pick your old system.
Run the listed exports in your old PMS and download the CSVs.
Open the property import; upload or paste the properties/units CSV.
Fix any rows the validator flags, then run the import.
Review the result summary — properties and units created, and anything skipped.
Then bring in your tenants
With properties and units in place, the bulk tenant import brings your renters across: each row carries the tenant's email, their property and unit, and optionally the lease terms, deposit, and any open balance. A tenant who is mid-lease and behind arrives with the right lease and the unpaid amount already showing — the balance lands as one carried-forward opening charge, though the line-by-line posting history behind it stays in the old system.
From there, tenants claim their accounts, link a bank, and rent collection runs on the same rules as any tenant you added by hand. Your starting point for reconciliation is the migration date: history before it lives in your old system's exports, which is one more reason to download and keep them.