How to Export Your Data From DoorLoop (Leaving DoorLoop)

Why landlords leave, and the deadline that matters

DoorLoop covers a lot of ground, including commercial space, affordable housing, and associations. Owner-operators tend to leave when that breadth is not what they need, when the price steps up faster than the portfolio does, or when the day-to-day work of turnovers, inspections, cleaners, and residents keeps happening outside the software.

Before anything else, understand the deadline. DoorLoop states that once your subscription is cancelled you will no longer be able to log in to access your information, and that only the account owner can cancel, through support. Your data is kept for six months, and support can grant temporary access so you can pull reports, but that is a favour you have to ask for rather than a door you can open yourself. Export first.

1. Learn the one export motion

DoorLoop's export lives inside each report rather than in a settings screen. Click Reports in the main navigation menu, select the report you want, and in the top right corner click the Excel file icon to download an .xlsx file, or the printer icon to print or save as a PDF. DoorLoop then says the part that shapes your whole afternoon: you must repeat these steps for each report you want to export.

Take the Excel file, not the PDF. DoorLoop's own security page describes the capability as exporting your reports in XLSX format, one at a time, and a newer release note for its updated reporting section says every report exports to PDF, Excel, or CSV. So you may see a CSV option depending on which reporting version your account is on. Any spreadsheet format is fine. The printer icon is the one to avoid.

• Reports
• Choose the report
• Excel file icon, top right
• Repeat for every report
• Avoid the printer icon

2. Start with the rent roll, and know its two quirks

Click Reports on the main menu, then click Rent Roll under the Business Overview section. This is your portfolio and lease picture, and it is the file that tells you what counts everything else has to match.

Two quirks are worth knowing before you reconcile anything. First, DoorLoop says the rent roll will not separate out rent and other recurring charges, so the amount in the Rent column is the total recurring charge each month. If a resident pays rent plus a parking or utility amount, you will see one combined number and will need the lease or the ledger to split it. Second, if a unit reads Vacant while somebody is living there, that usually means the lease has expired and needs renewing or extending. Fix that in DoorLoop before you export, or the file will tell your next system that an occupied room is empty.

3. Pull the ledgers and the balances

For a single resident, go to Leasing, then Leases, open the lease, open the Transactions tab, and use Export Statement. For everyone at once, run the Lease Account Statements report from the Reports section. That is the charge-by-charge history behind each balance, and it is what lets a new system answer a question about last March instead of only showing today's number.

For what is outstanding, click Accounting on the main menu and then Unpaid Rent, or run the A/R Aging Summary report under the Who Owes You section in Reports. Export both. One tells you who owes, the other tells you how old it is, and the two together are what you check your new system against on day one.

• Rent Roll
• Lease Account Statements
• A/R Aging Summary
• Unpaid Rent
• Your tenant list
• Transactions and expenses

4. Save your documents and your leases

Nothing in DoorLoop's export flow covers your files, because the export flow is a report tool. Signed leases, inspection photos, and receipts have to be downloaded from the records they are attached to, so give yourself a session for it rather than squeezing it into the last hour.

Prioritise the same way as always: current residents' signed leases first, then any lease that ended recently enough for a deposit or a dispute to come back, then documents supporting anything you claim against tax.

Check this before you cancel

Cancelling is not a self-serve button. DoorLoop says only the account owner can cancel and that it goes through support, and that after cancellation you will no longer have full access to your account or its features. Its data article is blunter still: once cancelled, you can no longer log in.

The six-month retention window is a genuine safety net if you reactivate, and support can grant temporary access to pull reports afterwards. Do not build a plan around either. Work through the list below while you can still log in normally.

• Rent roll exported and checked for Vacant units that are occupied
• Lease account statements exported
• A/R aging exported
• Tenant list exported with contact details
• Every export taken as a spreadsheet, not a PDF
• Signed leases and documents saved
• Everything backed up before you contact support

Bringing the files into RentCaddie

RentCaddie has a named DoorLoop path in its Switch to RentCaddie screen, with the export guidance on screen while you import. Being precise: there is no DoorLoop-specific column preset behind it. RentCaddie reads your headings, works out whether each file is people, money owed, money received, or expenses, proposes a match for every column, and asks you to confirm each one on a review screen. Nothing saves until you approve it.

DoorLoop's .xlsx exports go in directly with no converting, and RentCaddie looks up to thirty rows down for the real heading row, which handles the report title and date range printed above the columns. Watch the rent column when you confirm the matches, because of the combined rent and recurring charges quirk above. If a batch lands wrong the whole import can be undone, and the undo keeps anything you have edited by hand since.

Two limits. RentCaddie reads CSV and Excel files and will not read a PDF, so use the Excel icon rather than the printer icon on every report. And each file is capped at 10 MB and 5,000 rows because it is read in your browser, so long statement histories should be run a year at a time and dropped in as several files.

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

Common questions