How to Export Your Data From Avail (Leaving Avail)

Why landlords leave, and what to expect

Avail is free for the basics, so people rarely leave over price. They leave when the free tier stops matching the work: when the accounting needs to be property by property rather than a running list, when maintenance, inspections, turnovers, and vendors need to sit beside the money, or when they take on room-by-room or short-term rentals that a straightforward landlord-and-tenant model does not describe.

Be prepared for a slightly hands-on exit. Avail's money exports are real and easy, but its help center is a page that only renders inside a browser, so several of the smaller steps are not something you can look up in advance. The plan below sticks to what Avail states on its own public pages.

1. Run the Received Payments report

Log in, click the Reports tab, and click the Received Payments report. Avail then emails a copy of the report to your email address as a spreadsheet, which you can customise or export as a PDF to share with someone else.

Note where it lands. This one does not drop into your downloads folder, so go and check your email, and check the junk folder if nothing arrives. Save the spreadsheet somewhere permanent as soon as it does. This file is your record of money received, which is the half of the story that a balance on its own cannot tell.

• Log in
• Reports
• Received Payments
• Check your email inbox
• Save the spreadsheet, not just the email

2. Export your transactions from the Accounting tab

Open the Accounting tab. Avail says you can view all of your transactions through your dashboard or export them into a spreadsheet, and that both the transactions that were added by hand and the ones that populated automatically come out into an Excel spreadsheet you can edit or hand to a tax professional. Elsewhere Avail describes exporting the same accounting data as a CSV. In practice you get a spreadsheet, and CSV or Excel both open in Excel, Numbers, and Google Sheets.

This is the file that carries your expenses, so pay attention to the date range on screen before you export. If Avail is showing you this year, you will export this year. Widen it to everything you have and export again.

One thing you do not need to worry about: this is not behind an upgrade. Avail's pricing page, checked on 08/16/2026, lists income and expense tracking as part of its free landlord plan, so you should not have to pay to get your own data back. Plans change, so confirm it on the day you look.

3. Copy the parts Avail does not export

Avail's terms confirm that it provides a Rent Roll report, describing it as a balance sheet of the properties you own or manage, including the unit address, the typical monthly rent, and whether the unit is vacant or occupied. That is a genuinely useful list, but Avail does not publicly document how to export it or in what format, so open it on screen and copy what you see into a spreadsheet of your own.

The bigger gap is contact details. Nothing on Avail's public pages documents a tenant list export with names, email addresses, and phone numbers. This is the piece that hurts most if you leave it behind, because you cannot invite anyone to a new resident page or email a receipt without it. Go through your units, open each tenant, and type the details into one spreadsheet. For a normal portfolio it is one sitting, and it is the file your next system needs most.

• Open the Rent Roll and copy what it shows
• Property address and unit
• Resident name
• Email address
• Phone number
• Lease start and end
• Rent and deposit
• Current balance

4. Download your leases and receipts

Avail's help center has articles on downloading or printing a rental lease as a landlord, on uploading and downloading lease attachments, on finding payment details and dates, and on downloading a receipt for rent you received. Those articles exist, but their contents only load inside a browser, so open the help center while you are signed in rather than trying to plan around them.

The order to work in is the same as anywhere else: signed leases for current residents first, then any lease that ended recently enough that a deposit or a dispute could still come back, then receipts for anything you claim against tax.

Check this before you close the account

Avail publishes a help article on closing or deleting a landlord account, and its privacy page says you may request that Avail delete your account by contacting them. What is not documented anywhere public is whether you keep any access afterwards, or for how long. When the answer is unknown, the safe assumption is that the day you close it is the last day you see any of it.

So finish the list below first. Then close the account, if you close it at all.

• Received Payments spreadsheet saved from your email
• Accounting transactions exported for every year
• Rent roll details copied into your own spreadsheet
• Every resident's email address and phone number captured
• Signed leases downloaded
• Everything backed up off your laptop

Bringing the files into RentCaddie

RentCaddie does not have an Avail button, and claiming otherwise would not help you. You use the Not listed path, which is the universal importer. Drop in the Received Payments spreadsheet, the accounting export, and the rent roll and contact spreadsheet you typed up, and it works out which file is people, which is money received, and which is expenses, reads the headings, and proposes a match for every column. You confirm or correct those matches on a review screen, and nothing is saved until you approve it.

Because so much of an Avail move is a spreadsheet you built yourself, this is the case where the blank starter workbook is worth using. It has the exact columns RentCaddie expects, so typing your rent roll and contacts straight into it removes the guessing on the file that matters most.

Two limits to plan around. RentCaddie reads CSV and Excel files only and will not read a PDF, so take the spreadsheet version of the Received Payments report rather than the PDF. And each file is capped at 10 MB and 5,000 rows because it is read in your browser, so a long transaction history should be exported a year at a time.

• Switching property management software: what to move and what to leave behind
• Download RentCaddie's blank import workbook (Excel)

Common questions