No records handed over
In one case the previous manager kept no move-in record, leaving the new manager exposed on the deposit.
From the fieldBiggerPockets forum
For property managers
When you take over a portfolio, you take over its mistakes.
A unit-by-unit check for new portfolios. The old manager's rent roll, the leases and the deposits transferred are compared, and every gap is flagged before it becomes your problem.
One-time build · $3,300
3 months
into one manager's move to new property software, they cancelled and stayed with their old system.
What a takeover hides
Moving data is slow
Bringing an existing portfolio into new software is slow. One manager cancelled after three months of implementation.
From the fieldBiggerPockets forum
The rent roll and the lease disagree
The rent on the handover sheet, the rent in the lease and the deposit actually transferred do not always match, and each mismatch is now yours.
From the fieldBiggerPockets forum
How it works
Everything handed over goes in
The old rent roll, the lease PDFs and the list of deposits transferred.
Unit by unit
Rent, dates and deposit are read from each lease and compared with the rent roll and the transfer.
Gaps before you sign off
Every mismatch is listed, such as "lease says $1,200, deposit transferred $900, no move-in inspection", and a clean import file is produced.
What you get
- Every unit checked against its lease and deposit
- A list of gaps to settle with the owner or previous manager
- Units with no move-in record flagged for a walkthrough
- A clean file ready to import into your software
A good fit if
- You are growing by taking over portfolios from other managers
- You have been burned by a handover before
- You use Buildium or AppFolio
Probably not for you if
- You rarely take over existing portfolios
- You only take over a few units at a time
Price
$3,300
One time, for the finished tool. About 45–85 hours of work at the same $50 an hour as the cost calculators on this site.
Talk about your portfolio- Set up for the rent roll and lease formats you usually receive
- An import file in your software's format
- Used on your next takeover with me alongside
- Training for your team
Questions
What belongs on a property management takeover checklist?
At least: that each lease matches the rent roll, that the deposits transferred match the leases, and that move-in records exist. Gaps are easier to settle before you sign off than after.
Can it read lease PDFs?
It reads the key terms: rent, dates, deposit and names. Anything it is unsure about is flagged for a person to check.
Does it import into my software?
It produces a clean import file. Buildium allows writing through its connection on Premium; AppFolio needs its Max plan or its own import process.
Is it worth it for one takeover?
Usually only if the portfolio is large or you expect more. It is built to be reused on each new takeover.
More for property managers: Security deposit desk, Local compliance register, Late rent notice tracker. Everything for property managers
Updated Sep 28, 2026Have a product in mind? Let's scope it this week.
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