PMS migration reconciliation checklist

Source closing balance

Target opening balance

Reconciled bank balance

Import difference: -$100.00

Bank-to-target difference: $100.00

• Verify properties and units.

• Verify occupancy status.

• Verify lease terms.

• Verify tenant opening balances.

• Verify deposit liabilities.

• Verify bank reconciliation.

• Explain and correct both balance differences before opening the target system.

How it works

Migration is a change of record custody, not a file-copy exercise. A property count can match while a lease amendment is missing, an unapplied payment changes a tenant balance, a refundable deposit loses its unit allocation, or an attachment remains trapped in the former system.

This worksheet separates six release gates from two completeness checks. The balance bridge uses figures you enter in the browser; the evidence checklist asks whether a reviewer has inspected the underlying source and target reports. It does not store portfolio data or certify an implementation. 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.

OFX and QuickBooks Web Connect (.qbo) files can be parsed locally for format, date, amount, duplicate-ID, and unsafe-markup review. That preflight does not import, post, match, retain, or establish a QuickBooks Online API connection.

Make the result useful

Record counts answer whether rows arrived. Reconciliation answers whether the target represents the same obligations and cash position. Use a single cutoff timestamp, freeze or separately log post-cutoff activity, and compare like-for-like reports at the property, unit, lease, tenant, and account levels.

A useful exception log names the field or balance, source value, target value, dollar or record impact, cause, correction, owner, and retest result. That turns “migration issue” into a finite piece of work and prevents a manual adjustment from hiding the underlying mapping defect.

Retain the original export even after launch. A legacy system can become inaccessible, attachments may use proprietary identifiers, and later disputes may depend on the pre-migration chronology. Decide the archive format, access owner, retention boundary, and destruction process before the subscription ends.

Import difference = target opening balance − source closing balance. Bank-to-target difference = reconciled bank balance − target opening balance.

The result is a cutover hold or a passed control set. It is not an accounting opinion, data-security certification, or warranty that every historical record migrated.

The checklist does not test vendor-specific exports, trust-account rules, tax treatment, security controls, or every possible record type. Adapt the release gates with your accountant, counsel, implementation team, and written data-retention policy where appropriate.

• Use one entity, property scope, and cutoff timestamp across all reports.

• Separate timing items from actual mapping or posting errors.

• Spot-check high-risk and changed leases, not only a random sample.

• Prove tenant-level deposit detail equals the liability control total.

• Keep the rollback trigger and source archive available through stabilization.

What belongs in the release packet

Save the signed-off scope, source control reports, target control reports, bank reconciliation, record inventory, field map, exception log, retest evidence, rollback decision, and named approval. A screenshot of an import-complete banner is not a reconciliation.

Field mapping says where source data should land. Reconciliation tests what actually landed and whether the target totals, details, and evidence reproduce the controlled source position.

Questions landlords ask

At minimum, reconcile properties and units, occupancy, active lease terms, tenant opening balances, deposit liabilities, and cash. Also inventory documents, attachments, notes, approvals, and audit history so a count match does not conceal missing context.

Source-to-target agreement shows that the import carried a figure, but both systems can still be wrong. Bank or other external evidence adds an independent leg. Differences should be explained with timing items or corrected before release.

Some non-critical completeness work can follow a controlled cutover, but money, active leases, tenant balances, deposit liabilities, and occupancy are release gates in this worksheet. Document the exception, owner, correction path, and rollback decision rather than silently accepting it.

No. The public tool runs with the values entered in your browser and does not request tenant names, addresses, account numbers, or source files. Use neutral test figures if your internal policy restricts financial data in public tools.

Keep exploring