How to Export Your Data From Hemlane (Leaving Hemlane)

Why landlords leave, and what to expect on the way out

Hemlane sits between do-it-yourself software and a full management company, and the local agent add-on is a real part of its value. Landlords usually leave when they no longer want that middle layer, when the portfolio grows past what the reporting comfortably answers, or when they want the accounting, the field work, and the resident side in one place instead of split across tools.

The exit is workable, but be realistic about it. Hemlane's help center documents strong money exports and very little on the people side, so the honest plan is to export the money cleanly and accept that some contact details will be copied by hand while you can still log in.

1. Download the transaction file from Financials

Click Financials on the left panel, then click Download towards the middle-right of the screen. Hemlane's own guide to importing into QuickBooks describes the result as an Excel or CSV file whose columns you then map, which is exactly the shape a new system wants.

This is your most useful single file, because it carries the individual transactions rather than a summary. Take it before anything else and open it to see what date range it covered, then repeat with a wider range if it stopped short.

• Financials
• Download
• Open the file and check the date range
• Repeat for earlier years if needed

2. Filter and download the repair and expense payments

For spending specifically, go to Financials, then Requests. Apply your filters, for example setting Category to Repairs and Maintenance, then click Download Payments to export a CSV of those payments. Repeat the filter and download for each category you care about rather than trying to get everything in one pass.

Attached invoices are separate. Inside a transaction view you click the attached invoice or payment to download it as a PDF, one at a time. If you claim these against tax, save them now rather than assuming you can come back.

3. Order the reports, and watch where they arrive

Select the Reports tab from the left menu, click into the report you want on the side panel, filter for the time frame and any other options, then click Download. Here is the part that catches people out: for Cash Flow, the Income Statement, and the Lease Ledger, Hemlane says the report is sent to your email inbox. It does not land in your downloads folder, so check your email, and check the junk folder if it does not appear.

The Schedule E behaves differently. Its documented step is Download Report, and the report is downloaded rather than emailed. The Rent Roll is documented for viewing on the side panel, with no download step described alongside the others, so treat getting a usable Rent Roll file out of Hemlane as unproven until you see one arrive. If it will not download, the Lease Ledger plus the Tenants and Leases screen together cover most of the same ground.

• Reports
• Lease Ledger
• Income Statement
• Cash Flow
• Schedule E
• Rent Roll
• Check your email inbox for the emailed ones

4. Collect the people and the paperwork by hand

This is the honest gap. Hemlane's help center documents filters on the Tenants and Leases tab — tenant search, current or past tenants, lease stage, balance due, missing lease documents — but no export of that list. So open Tenants and Leases, switch the tenant status filter between current and past, and copy names, email addresses, and phone numbers into a spreadsheet yourself.

Documents live with the record they belong to. Tenant documents are reached by clicking the link under the Docs column on the Tenants and Leases tab, which takes you into the document section of that tenant's profile. Property documents sit under Basic Info on the property. Work through current residents first, then anyone whose deposit is still unresolved.

• Tenants and Leases
• Filter to current tenants
• Copy names, emails, and phone numbers
• Switch the filter to past tenants and repeat
• Open the Docs column for each lease
• Save property documents from Basic Info

Check this before you cancel

Hemlane says the period you paid for ends on the final day of that subscription period, and that if you cancel mid-cycle you can keep using Hemlane until it ends, or archive all your properties and have the remaining amount credited to your account for future use. It also says archived data stays available if you unarchive later, and that its normal workflow does not permanently delete data. No read-only period after the subscription ends is documented, so do not count on one.

Work to the last day of your paid period as your deadline, not the day you decide to leave. Everything below should be done and checked before that date.

• Transaction file downloaded and opened
• Expense payments downloaded per category
• Emailed reports actually arrived
• Contact list typed up and spot-checked
• Signed leases saved
• Repair invoices saved for anything you claim

Bringing the files into RentCaddie

RentCaddie does not have a Hemlane button today, and it would be misleading to imply otherwise. What you use is the Not listed path, which is the universal importer: drop in whatever spreadsheets you have, and it works out which file is people, which is money owed, which is money received, and which is expenses, reads your 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.

That works well for Hemlane's transaction and payment files because they are ordinary spreadsheets with plain headings. The contact spreadsheet you typed up by hand is the easiest of all, and RentCaddie publishes a blank starter workbook you can paste those names, emails, and phone numbers straight into.

Two things to plan around. RentCaddie reads CSV and Excel files only, so anything that arrived as a PDF has to be re-created as a spreadsheet or kept purely as a record. And files are read in your browser, so each one is capped at 10 MB and 5,000 rows. If a transaction file is longer than that, export it again a year at a time and drop the pieces in one after another.

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

Common questions