How to Export Your Data From TenantCloud (Leaving TenantCloud)

Read this before you click anything

TenantCloud's cancellation article is unusually blunt, and it is the most important thing to know about leaving. It says that if you cancel your subscription plan your account will be cancelled along with it, that all associated data will be permanently deleted and cannot be restored, and to make sure you have exported anything you need first. The confirmation step asks you to type your password and the phrase delete my account.

You may have read elsewhere that cancelling drops you back to a free plan and keeps your data. TenantCloud's own current article says the opposite. Downgrading and cancelling are two different actions, and only one of them leaves your records intact. Treat cancellation as permanent deletion, because that is how the vendor describes it.

1. Run the whole-account export first

Click your profile to open the Settings section, click Security in the Account Settings block, then click the Export button in the Export data section. All data is selected by default, which covers transactions, leases, contacts, and maintenance data. There is also a Custom selection option if you only want particular properties, but for a move you want everything.

Two practical notes. This option is desktop only, so do not try it from your phone. And if the archive is large it takes a while to build: the file appears on the Downloads page, and TenantCloud emails you when it is ready so you can log back in and download it. Do not start this the evening before you cancel.

The archive is made of Excel files, and TenantCloud says they are organised in a format suitable for importing elsewhere. That makes this the single most useful thing you will download.

• Profile
• Settings
• Security
• Export data section
• Export
• All data
• Wait for the email, then download from the Downloads page

2. Add the reports the archive does not replace

Open Reports from the left-side menu, generate what you need, then click Download report and choose the file type. You get PDF or XLSX. Take XLSX every time. Progress shows in the Downloads section of the left menu, and a very large file is compressed into a zip you unzip yourself.

One quirk to work around: TenantCloud stores only the last five reports you generated, and each new one removes the oldest from that list. So download each report onto your own computer as soon as it finishes rather than generating a batch and collecting them later.

The four worth pulling are Rent Roll, Contacts, Lease Statement, and Property Expenses. Rent Roll carries tenants' full names, lease numbers, unit information, rent amount, and balance, with a Columns button that needs at least three columns selected. Contacts is the tenant contact list, with first, middle, and last names, company, forwarding address, email, additional emails, phone numbers, additional phones, and category. Tenant Statement adds the money history: all income from tenants, paid and unpaid invoices, deposits, and credits.

• Rent Roll
• Contacts
• Lease Statement
• Tenant Statement
• Property Expenses
• Download each one as soon as it finishes

3. Turn off two default filters that will quietly shrink your export

The Lease Statement report defaults to Active only. Leave it on and every lease that has already ended disappears from your file, which is exactly the history you want when a former resident asks a question about a deposit. Turn it off and pull all leases, then keep both versions if it helps.

The Property Expenses report has an accounting type toggle for Cash or Accrual, and Cash is the default. That is not wrong, but it means the file shows money when it was actually paid. If your next system also shows what was owed, the two will not agree, and the difference is the timing, not an error. Note which basis you exported on so you are not chasing a phantom discrepancy later.

4. Save your files separately

The account export covers transactions, leases, contacts, and maintenance data. It does not mention your uploaded files, and those live somewhere else. Open the Documents page from the left menu and switch to the File Manager tab, where everything uploaded against a property, lease, contact, maintenance request, or payment is stored together.

Next to each file a dots menu offers Download, Edit name, Preview, and Delete. Selecting several files brings up a floating menu of bulk actions, though TenantCloud does not spell out whether downloading is one of them, so plan for one file at a time and be pleasantly surprised if it is quicker. Signed leases for current residents come first.

Check this before you cancel

The cancel path runs from the profile icon to Settings, then My plan under Subscription, then the Actions menu at the top right, then Cancel subscription. You are offered Cancel and lose access or Keep my account, then a reason, then a choice of cancelling immediately or at the end of the current period, and finally your password plus the phrase delete my account.

If you are not ready, pausing is an alternative: TenantCloud lets you pause for ninety days, but it also says you will not be able to access your account or your information during that time, and it resumes automatically if you do not resume it yourself. So pausing protects the data but does not give you a window to keep exporting. Finish the list below while the account is fully live.

• Whole-account archive downloaded and unzipped
• Rent Roll, Contacts, Lease Statement, Property Expenses saved as Excel
• Lease Statement pulled with Active only switched off
• Signed leases saved from the File Manager
• Files opened and checked, not just downloaded
• Everything backed up somewhere other than your laptop

Bringing the files into RentCaddie

RentCaddie does not have a TenantCloud button, so you use the Not listed path, which is the universal importer. Drop the Excel files in and it works out which one 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.

TenantCloud files land better than most because the column names are descriptive, and the Contacts report in particular maps almost straight across. Expect to check the matches on the first file carefully and skim the rest. If a batch lands wrong the whole import can be undone, and the undo deliberately keeps anything you have edited by hand since then.

Two limits to plan around. RentCaddie reads CSV and Excel files and will not read a PDF, which is another reason to take XLSX on every report. And because files are read in your browser, each is capped at 10 MB and 5,000 rows, so a long tenant statement should be exported a year at a time and dropped in as several files.

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

Common questions