Yardi Voyager rent roll PDFs
Yardi rent roll to Excel, with the totals proved
A Yardi rent roll PDF is a printout, not a spreadsheet. Upload it for a CSV that opens in Excel, with the rows summed against the Total line the report prints. If they disagree, you see the variance before the number reaches your model.
Free: 1 file per day, up to 10 pages, no account.
No file to hand? Open a sample
Show the text this sample was read from
What a Yardi rent roll to Excel conversion is
A Yardi rent roll to Excel conversion rebuilds the unit table printed in a Yardi rent roll report as spreadsheet rows, one row per unit, and checks that the rows add up to the totals on the page. RentRoll Engine does both steps and shows the result of the check before you download anything.
Reports from Yardi Voyager typically print one line per unit: unit, unit type, square feet, resident, market rent, actual rent, deposits, move-in and lease expiration dates, and a balance. Units are grouped by property, sometimes by building or unit type, and the report ends in a Total line. That is easy to read and impossible to sum, because a PDF holds no columns.
If you can run the report in Voyager yourself, export it to a spreadsheet from there where the report offers that, and start from the data rather than a printout. This page is for the PDF someone else sent you: the seller's broker, a borrower, a data room.
Yardi rent roll PDF to Excel in five steps
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Get the report with its Total line
Ask for the full rent roll as a PDF, with the Total line at the end. The check compares your rows with that line, so a file cut off after the first pages has nothing to prove against.
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Upload the PDF
Drop it into the box at the top of this page. Text and scanned PDFs both work. The free run covers up to 10 pages.
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Read the banner
Green: monthly rent and square feet both tie to the Total line. Amber: the variance is shown to the cent. Grey: the page printed no total, so the rows are unverified.
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Check what was left out
The notes under the banner name the columns not used (market rent, move-in, balance), the subtotal rows left out and any row that needed a judgement.
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Download and open in Excel
Download the CSV. In Excel, use Data, then From Text/CSV, and choose UTF-8. Every file has the same ten columns in the same order, so last month's formulas still point at the right cells.
How Yardi headings map to the CSV
These are the headings a Yardi rent roll typically carries. Names vary by report and by how an instance is configured, so the reader matches on meaning, not on exact spelling.
| Typical printed heading | CSV column | What happens to it |
|---|---|---|
| Unit | unit | The identifier for the row. A Unit Type column beside it is not used. |
| Unit Sq Ft, Sq Ft | sqft | Read as a number. Commas and unit text are removed. |
| Resident, Name, Tenant | tenant | The column that holds names. A resident code such as t0012345 beside it is not mistaken for the name. |
| Actual Rent, Lease Rent, Rent | monthly_rent | In-place monthly rent. |
| Market Rent | not used | Named under Columns not used. It is what the unit could rent for, not what it pays. |
| Resident Deposit, Security Deposit | deposit | The security deposit held. |
| Move In | not used | A move-in date is not a lease start. Lease start comes from a Lease From or Lease Start column when there is one. |
| Lease From, Lease Start | lease_start | Written as YYYY-MM-DD. |
| Lease Expiration, Lease To | lease_end | Written as YYYY-MM-DD. MTM leaves it blank and flags the row. |
| Balance | not used | A balance owed is not rent. |
Layout quirks in Yardi PDFs, and what the reader does
A resident code beside the name
Yardi reports typically print a resident or tenant code next to the name. The reader takes the column that holds names, so the code does not end up in the tenant field.
Market rent beside actual rent
Only the actual rent becomes monthly_rent. Market rent is left out and named in the notes under the banner. Market rent on a vacant unit is never counted as income.
Charge lines under each unit
Some layouts, such as a rent roll with lease charges, list rent, pet rent, parking and other charges on lines beneath the unit. The CSV keeps one row per unit. If the page total includes the other charges, the result says the stated total equals the unit rows plus a number of sub-lines, and what those sub-lines add up to, so a variance has an explanation.
Groups, subtotals and the grand total
Property, building and unit-type headings are skipped and subtotal rows stay out of the CSV. When a report has subtotals and a Grand Total, the rows are checked against the Grand Total.
Page breaks
Column headings repeat at the top of each printed page, and a continuation page can start without them. Both cases are joined into one roll.
Vacant units
A unit with no resident, or one marked VACANT, becomes status vacant with its square feet and no rent.
Commercial layouts
Commercial rent rolls typically show monthly rent, annual rent and a rate per square foot together. The monthly column is used. If only an annual column exists it is divided by 12 and every row is flagged. A rate per square foot is never taken for rent.
Yardi 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. |
| Market rent versus actual rent | Easy to pick the wrong column on a wide report. | Both columns arrive with equal weight. | Only actual rent becomes monthly_rent. Market rent is named as ignored. |
| Charge lines under a unit | Added to the unit's rent by mistake, or skipped. | Become extra rows with no unit. | Left out of the unit rows, and the tie-out says how much they add to the page total. |
| 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 Yardi rent roll conversion
How do I convert a Yardi rent roll PDF to Excel?
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 Total line 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 Yardi export a rent roll to Excel directly?
Yardi Voyager reports can typically be exported to Excel or CSV from the report screen when you have access to run them. That route starts from data and is the better one. This converter is for the common case where you only have the PDF, for example from a seller, a borrower or a data room. Export options differ by report and by how an instance is set up.
Which Yardi rent roll layouts does it read?
Layouts where each unit is a row of a table with a unit column and a rent column: the standard residential rent roll, versions with lease charges listed under each unit, and commercial rent rolls that show monthly or annual rent. Renamed columns are usually fine because headings are matched by meaning. A report that prints units as free text, with no table, cannot be read, and the page says so instead of guessing.
Does it use market rent or actual rent?
Actual rent. A heading containing Market, Asking or Pro Forma is never taken as the rent, and the ignored columns are listed under the banner so you can confirm what was left out.
What happens to the charge lines under each unit?
The CSV keeps one row per unit. Lines with no unit, such as pet rent or parking, are left out of the rows. If the Total on the page includes them, the result says so and gives their sum, so a variance that comes from charges reads differently from one that comes from a misread digit.
Why might the totals not tie on a Yardi rent roll?
Four causes cover most cases. A page was left out of the PDF. A digit was misread, which is likelier on a scan. The Total includes charge lines that are not unit rows. Or the Total counts occupied units only. The reader checks the last two itself and says so when one applies. For the first two, compare the amber banner's variance with the rows.
Does it work on a scanned or photographed Yardi printout?
A scan is read with OCR and the result says so. OCR can misread digits, which is what the tie-out catches. A flat, straight, high-resolution scan works best. A phone photo of a printed page is the worst case. If the banner is amber, check the rows against the page.
How are dates and negative amounts read?
Yardi dates typically print as MM/DD/YYYY and are written to the CSV as YYYY-MM-DD. Amounts in parentheses or with a trailing minus are read as negative and flagged. A date that could be read as day-first or month-first is flagged unless the rest of the page settles it.
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 rent roll 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 Yardi?
No. Yardi and Yardi Voyager are trademarks of their owner. RentRoll Engine is an independent tool that reads the PDFs those systems produce.