RealPage rent roll PDFs
RealPage rent roll to CSV, with the totals proved
A RealPage rent roll reaches you as a PDF. Upload it for a fixed-column CSV whose rent and square footage are checked against the totals the report prints, so the number you carry into the model is one you can defend.
Free: 1 file per day, up to 10 pages, no account.
No file to hand? Open a sample
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What a RealPage rent roll to CSV conversion is
A RealPage rent roll to CSV conversion takes the unit table from a RealPage report, such as one run in OneSite, and rewrites it as one CSV row per unit with the same ten columns every time. It then adds up monthly rent and square feet and compares both with the totals printed on the report.
RealPage rent rolls typically list the unit, floor plan, square feet, resident, lease start and end dates, market rent, lease rent and deposits, with a status for each unit and a total at the end. Which columns appear depends on the report and on how the site is configured, which is why the reader works from the meaning of a heading and not from a fixed template.
When you can run the report yourself, RealPage reports can usually be exported to a spreadsheet directly. This page is for the PDF that arrives by email or sits in a data room, where the printout is all you have.
RealPage rent roll to CSV in five steps
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Ask for the whole report, totals included
Request the full rent roll with its total line, one row per unit. A partial print, or one that drops the last page, leaves nothing to check the rows against.
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Upload the PDF
Drop it into the box at the top of this page. Free runs read up to 10 pages. Longer reports need Pro, which reads files up to 150 pages.
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Read the banner
Green means monthly rent and square feet both tie to the page. Amber shows the variance. Grey means the report printed no total and the rows are unverified.
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Review the flagged rows
A row with a flag such as
status_conflict,duplicate_unitordate_ambiguousis the place to look first. Flags show as tags in the table and in the CSV's flags column. -
Download and load the CSV
The ten columns are always in the same order, so the same import or Power Query step works month after month. In Excel, use Data, then From Text/CSV, and choose UTF-8.
How RealPage headings map to the CSV
These are headings a RealPage rent roll typically carries. Reports differ, and so do site settings, so the reader matches on meaning and tells you which columns it ignored.
| Typical printed heading | CSV column | What happens to it |
|---|---|---|
| Unit, Unit Number | unit | The identifier for the row. |
| Floor Plan | not used | A plan code such as A1 or B2 describes the unit. It is neither rent nor area. |
| Sq Ft, SQFT | sqft | Read as a number. |
| Resident, Name | tenant | The resident's name. A VACANT entry makes the unit vacant. |
| Status | cross-check | Used to cross-check occupancy. A Vacant status beside a named resident sets the unit to vacant and flags it status_conflict, unless the status mentions rented or leased. |
| Lease Rent, Current Rent, Rent | monthly_rent | In-place monthly rent. |
| Market Rent | not used | What the unit could rent for. Named under Columns not used. |
| Lease Start, Lease From | lease_start | Written as YYYY-MM-DD. |
| Lease End, Lease To, Expiration | lease_end | Written as YYYY-MM-DD. MTM leaves it blank and flags the row. |
| Deposit, Security Deposit | deposit | The security deposit held. |
| Move In, Move Out, Notice | not used | Dates that are not the lease term. |
Layout quirks in RealPage PDFs, and what the reader does
Floor plan codes and bed and bath columns
These describe the unit. They are read as descriptors, left out of the CSV and named in the notes, so a plan code never lands in a rent or area field.
A status column that disagrees with the resident column
Occupancy follows the resident column: no resident, or VACANT, means vacant. If a status column says Vacant while a resident is named, the unit is set to vacant and flagged status_conflict so you can decide. Units on notice still have a resident and rent, so they stay occupied.
Summary tables after the roll
RealPage reports typically follow the unit list with a summary by floor plan or unit type. Those tables have no unit and rent columns of their own, so they are ignored and the result notes how many were.
A unit listed twice
When a unit appears more than once, for example once for the current resident and once for the next, the later row is flagged duplicate_unit and the unit is named in the notes. Rows are neither merged nor dropped, so the sum still reflects the page, and a page total that counts the unit once will show as a variance.
Totals that count occupied units only
Some totals add up occupied units alone. When the rows tie only after vacant units are left out, the result says the stated total matches occupied units only, instead of reporting a false variance.
Page breaks and repeated headings
Headings repeat on each printed page. They are recognised and a continuation page without headings is joined to the roll.
RealPage rent roll PDF: by hand, generic OCR, or RentRoll Engine
| What matters | By hand in Excel | Generic OCR or PDF-to-Excel | RentRoll Engine |
|---|---|---|---|
| Check against the page total | Only if someone re-adds the column by hand. | None. The sheet is whatever the converter produced. | Every file. Rows are summed and compared with the printed total, for rent and square feet. |
| A misread or dropped digit | Typos pass unless caught in review. | Passes silently, then sits in the model. | Moves the sum, so the banner turns amber and shows the variance to the cent. |
| Column headings | Matched by eye, every file. | Left as printed; you rename and reorder. | Mapped by synonym: Unit, Suite, Apt; Tenant, Lessee, Resident; SF, RSF, GLA; Rent, Base Rent. |
| Annual versus monthly rent | Easy to miss when a column is headed Rent. | Not handled. | An annual column is divided by 12 and every converted row is flagged. |
| Vacant units | Blank or VACANT, handled inconsistently. | Left as text in the tenant column. | A status column reads occupied or vacant, and vacancy counts feed the occupancy figure. |
| Dates and money formats | A spreadsheet guesses, and may swap day and month. | Text strings. | ISO dates with day/month ambiguity flagged; (1,234.56) and 1.234,56 read correctly. |
| What you get | Whatever was typed. | A spreadsheet that still needs cleaning. | A fixed-column RFC 4180 CSV, the same shape every month. |
| Status and vacancy | Read from a status column or inferred by eye, differently each month. | Status text sits in a cell with the rest of the row. | Vacancy follows the resident column. A status that disagrees is flagged for review. |
| Summary tables at the end | Pasted into the sheet and summed twice. | Become more rows in the same sheet. | Ignored, with a count in the notes. |
| Cost | Analyst hours. | Varies by tool. | Free: 1 file per day, up to 10 pages, no account. Pro is $39/month for 100 files a month, files up to 150 pages; Team is $99/month for 3 seats and 400 files a month. |
Questions about RealPage rent roll conversion
How do I convert a RealPage rent roll to CSV?
Upload the PDF in the box at the top of this page. You get a CSV with ten fixed columns and a banner showing whether the rows sum to the totals on the report. Download the CSV and open it in Excel with Data, then From Text/CSV. The free run covers 1 file per day, up to 10 pages, with no account.
Can I export a rent roll from RealPage as a spreadsheet instead?
If you have access to the system, RealPage reports can usually be exported to a spreadsheet, and that route starts from data. This converter is for when the PDF is what you were sent, which is the usual case for a buyer, a lender or a data room. What a given report offers depends on the report and on site settings.
Does it work with reports run from OneSite?
It reads tables, not product names. A RealPage rent roll with a unit column and a rent column should read whichever module produced it. If the PDF has no table the reader can use, the page says that no rent roll table was found instead of returning an empty file as a success.
Which RealPage columns end up in the CSV?
Unit, resident, square feet, lease rent, lease start and end, deposit and any notes column. Floor plan, bed and bath, market rent, move-in and move-out dates and balance columns are left out and named under the banner. Status is used only to cross-check occupancy.
How are vacant and on-notice units treated?
A unit counts as vacant when no resident is named or the resident is VACANT. A unit on notice still has a resident and rent, so it stays occupied. If a status column says Vacant while a resident is named, the unit is set to vacant and flagged status_conflict for you to review.
What if the same unit appears twice?
Both rows are kept. The later one is flagged duplicate_unit and the unit is named in the notes. If the page's total counts the unit once, the tie-out will show the difference, which is the signal you need to decide which row belongs.
Why do my RealPage totals not tie?
Usual causes are a missing page, a misread digit on a scanned copy, a duplicated unit, or a total that counts occupied units only. The reader tests the occupied-only case itself and says so when it applies. For the others, the amber banner gives the variance to compare against the rows.
Can it read a RealPage PDF that covers several properties?
A PDF with several properties is read as one roll. If it ends in a Grand Total, the rows are checked against that. If it prints only a total per property, the last one is used and the banner will show a gap that is not an error in the data. Split such a file by property first and convert each part.
What does it cost?
Free: 1 file per day, up to 10 pages, no account. Pro is $39/month for 100 files a month and files up to 150 pages. Team is $99/month for 3 seats and 400 files a month. Details are on the pricing page.
Is my file kept?
Files are processed in memory and deleted after conversion, and are not used to train models. Pages that need a second look may go to Google's Gemini API, which retains data for up to 55 days under Google's terms. See the privacy page.
Is RentRoll Engine affiliated with RealPage?
No. RealPage and OneSite are trademarks of their owner. RentRoll Engine is an independent tool that reads the PDFs those systems produce.