Free migration control
PMS migration reconciliation checklist
Test the records that can make a software migration look complete while money, leases, deposits, or history are still wrong. Build a cutover hold list and a compact evidence packet without uploading portfolio data.
The short answer
Last updated: July 2026
A PMS migration is reconciled when the target system reproduces the source system’s controlled closing position and the supporting records still agree. Compare source closing balances, target opening balances, bank evidence, tenant-level detail, deposit liabilities, leases, documents, and history. Do not release the target merely because the record counts look plausible.
After the estimate:
See implementation readinessBuild a migration release packet
Mark only evidence you have actually checked. The result is a release decision and exception list—not a cosmetic completion score.
Source closing balance
Target opening balance
Reconciled bank balance
Three-way balance bridge
Source close
$6,840.00
Target open
$6,740.00
Bank evidence
$6,840.00
Import difference: -$100.00
Bank-to-target difference: $100.00
Properties and units · release gate
Source and target counts match; inactive records are explained.
Occupancy status · release gate
Every unit is occupied, vacant, notice given, or make-ready as of the cutoff.
Lease terms · release gate
Rent, start/end dates, deposits, concessions, and renewal status match signed documents.
Tenant opening balances · release gate
Charges, credits, payments, returns, and unapplied cash roll into the target balance.
Deposit liabilities · release gate
Tenant-level deposit detail equals the liability total and can be tied to held cash.
Bank reconciliation · release gate
Cleared cash, outstanding items, and the target opening balance bridge to the bank statement.
Documents and attachments
Lease files, notices, invoices, photos, and inspection records are counted and spot-checked.
History and audit records
Prior notes, approvals, exports, and immutable evidence remain retrievable or are archived.
Hold the cutover
0 of 8 evidence checks are marked. 6 release gates remain, and the balance bridge contains an unexplained difference.
• 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
How this tool 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
A cutover is an evidence decision, not a progress percentage
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 go-live. 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.
Calculation lens
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.
What is the difference between field mapping and 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
Questions about this tool and its limits.
Built by a landlord who's done every one of these jobs by hand.
Aptoria was built by an owner-operator managing a Brooklyn portfolio — the 11pm calls, the awkward rent texts, the April receipt-pile — not by a software team guessing at the problem.
Keep exploring