Yardi rent roll report explained: typical columns, totals rows and quirks
A Yardi rent roll report typically lists one line per unit: unit, unit type, square feet, resident, market rent, actual rent, deposit, move-in and lease expiration dates. Units are grouped by property or building and the report ends in a totals row. Layouts differ by report, version and configuration, so check each heading and the totals before summing.
Updated 28 October 2026. Column names here are typical, not guaranteed, and vary by report and configuration. Check them against your own export. Yardi is a trademark of its owner and RentRoll Engine is independent of it.
How a Yardi rent roll is typically laid out
A report typically opens with the property, the report name and an as-of date or month. Units follow, often grouped by building, floor plan or unit type, with a subtotal for each group. The report ends with a grand total and, on many layouts, a summary that counts units by status. Names and options differ between versions, so treat this as the typical case.
Variants you will meet
A standard residential rent roll has one line per unit. A version with lease charges adds lines beneath each unit for rent, pet rent, parking and other charges. A commercial rent roll usually shows suites, area, monthly or annual rent and rent per square foot.
What the totals row adds
A totals row may add every unit, occupied units only, or unit lines plus charge lines. The market rent total usually includes vacant units, so it is a potential figure, not income. Add the rows yourself to find out which basis the total uses.
Reading a Yardi rent roll in six steps
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Identify the report and the date
Read the title, property and as-of date. If it is unclear which report was run, ask: a version with lease charges reads differently from one without.
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Map each column
Use the table below. Decide which column is actual rent and which is market rent before summing anything.
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Separate unit lines from charge lines
On a layout with lease charges, the lines beneath a unit are charges, not units. Count units from the unit lines only.
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Leave out the subtotals
Group subtotals and the grand total are not units. Sum the unit lines and compare the result with the grand total.
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Find what the total counts
Add the rows three ways: all units, occupied units only, and units plus charges. One of them usually matches the printed total.
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Handle vacant and notice units
Vacant units usually show market rent and no resident. Units on notice typically still show a resident and rent. Follow the legend on your own report.
Typical Yardi columns and how to treat them
Headings vary by report and instance. Read this as a guide to meaning, not a specification.
| Column | What it typically shows | How to treat it |
|---|---|---|
| Unit | The unit number | The row key |
| Unit type | A floor plan or type code | A descriptor, not rent or area |
| Sq ft | The unit's area | Area for occupancy and rent per square foot |
| Resident or name | The tenant, often beside a code | The tenant. The code is not part of the name |
| Market rent | What the unit could rent for | Potential, not income |
| Actual rent | What the resident's lease charges | In-place rent |
| Deposit | The security deposit held | A liability, not income |
| Move in | The resident's move-in date | Not the lease start |
| Lease expiration | The end of the current term | Rollover. Blank often means month-to-month |
| Balance | An amount owed, or a credit | Receivables, not rent |
What goes wrong
Charge lines counted as units
On a layout with lease charges, adding every line double-counts. Take base rent from the rent line and decide where pet rent, parking and fees belong.
Market rent summed as income
The market rent total includes vacant units and units paying below market. It is potential rent.
Move-in date used as the lease start
A move-in date can be years before the current lease began. Use the lease from date if the report has one.
A total that counts something else
A total of all units, of occupied units and of units plus charges are three different numbers. Add the rows to see which one is printed.
Page breaks and repeated headings
Headings repeat on each printed page and a continuation page can start without them. A subtotal near a page break is easy to mistake for a unit.
How RentRoll Engine helps
Where you hold only the PDF, RentRoll Engine rebuilds the unit table as a ten-column CSV. It uses actual rent and not market rent, keeps charge lines out of the unit rows and checks the rows against the report's totals. The Yardi page lists its heading map. Free: 1 file per day, up to 10 pages, no account. Files over 10 pages are converted up to page 10 on the free allowance; a page code converts the whole file, up to 150 pages. See pricing.
Questions about the Yardi rent roll report
What does a Yardi rent roll show?
Typically one line per unit with the resident, area, market and actual rent, deposit, move-in and lease expiration dates, grouped by property or building and closed by totals. Exact columns vary by report and configuration.
What is the difference between market rent and actual rent?
Market rent is what the unit could rent for. Actual rent is what the resident's lease charges. Use actual rent for in-place income and market rent for potential.
Why do Yardi totals include vacant units?
Totals for market rent and area typically include vacant units because they describe the whole property, while actual rent comes only from occupied units. Check which columns the total adds.
Can I export a Yardi rent roll to Excel?
Users with access can typically export reports to a spreadsheet from the report screen, depending on the report and the setup. If you only hold a PDF, you need to convert it.
What is the resident code beside the name?
Typically an identifier for the resident in the system. It is not part of the name and not a rent or area figure.
How do I handle charge lines under each unit?
Treat them as charges, not units. Count units from the unit lines, take base rent from the rent line, and decide whether pet rent, parking and fees belong in rental income or in other income.