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Importing from another property manager
How to preserve a source export, normalize supported records into review staging, reconcile the ledger and deposit liabilities, and keep cutover separate from approval.
The short answer
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.
Workflow at a glance
1
Start from the migration guide
2
Normalize the complete source bundle into review staging
3
Reconcile tenancy and money before any future cutover
Start from the migration guide
If your portfolio lives in another system, preserve the untouched export before transforming anything. The launch review order is Buildium, TurboTenant / Azibo, CSV, OFX / QuickBooks Web Connect (.qbo); the next source-specific adapter work is DoorLoop, RentRedi, Avail, Stessa. Other catalog profiles document a managed-export route, not a certified live adapter.
Current PMS routes normalize supported exports into content-bound review staging with recorded hashes and review evidence. Approval does not create or change live portfolio records; a separately implemented, authorized, reconciled cutover is still required. Keep work-order media, documents, screening records, payment mandates, bank history, credentials, and any unsupported fields as separately inventoried source evidence rather than flattening or silently dropping them.
Normalize the complete source bundle into review staging
The guarded PMS mapper accepts supported property, unit, tenant, lease, payment, and vendor records only when stable source IDs and relationship IDs close. It stages normalized records for review and holds sensitive or unsupported fields by name; it does not create live portfolio records.
Review these cutover controls before relying on a target: Stable source IDs and closed property → unit → tenant → lease relationships; Active lease terms, opening receivables, payments, credits, and unapplied cash; Security deposits tied to tenant detail and held as trust-liability evidence; Source closing totals bridged to target opening totals and external bank evidence; Unmodified source exports, held fields, exceptions, reviewer sign-off, and rollback custody. A separate quick property/unit CSV screen can write basic setup rows live, but that convenience screen is not a historical PMS migration and should not be used as evidence that a ledger reconciled.
1
Go to Properties → Migrate and pick your old system.
2
Run the listed exports in your old PMS and download the CSVs.
3
Normalize working copies while retaining the untouched originals and export metadata.
4
Stage the full supported bundle and fix duplicate IDs, unresolved relationships, invalid money, held fields, and source drift.
5
Verify the immutable review evidence and reconciliation report. Do not treat approval as cutover.
Reconcile tenancy and money before any future cutover
Opening balances are controlled carry-forward evidence, not substitutes for payment history. Reconcile receivables, credits, unapplied cash, returned payments, and one-off adjustments at the same cutoff. Security deposits must agree both to tenant-level detail and the applicable trust-liability/bank evidence; they must never be treated as rent income.
Payment methods and autopay mandates do not transfer through these files. Tenants must re-authorize provider-hosted payment setup. Keep the former system or a retrieval-tested archive available through stabilization and define the rollback trigger before a separately implemented cutover.
Frequently asked questions
What should I export before moving from another property manager?
Start with property and unit records, active leases, tenant balances, financial reports, and documents. Follow the source-specific migration guide and retain the original export for reconciliation.
Will tenant autopay transfer from my old property manager?
No. Tenants must authorize payment methods again in Aptoria. Keep the old system available until active balances and payment handoffs have been checked.
What happens if a staged row has an error?
The guarded importer flags the row and blocks approval when critical integrity checks fail. Correct the source or mapping and replace/re-stage the affected complete bundle; staging and approval do not create live records.
Editorial ownership
Written and maintained by the Aptoria editorial team
Editorial method reviewed July 28, 2026. Aptoria reviews scope, source fit, examples, limitations, links, and publication gates. This record does not claim attorney, CPA, lender, appraiser, or other independent professional sign-off.
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