Overview
The Rent Roll report is a snapshot of who is renting which unit, at what rate, and what they owe, as of any date you choose. You can use it for daily balancing and delinquency follow-up, while owners and lenders use it as the standard proof of contracted revenue. For the chosen date, it shows every occupied unit at the facility, the tenant renting it, their in-place rate, how far they're paid up, and how much they owe. The report is fully historical - running it for a past date reproduces that day's numbers exactly, including the rates, paid-through dates, and even tenant names as they stood on that date.
Prerequisites
Access to this report requires:
Read Rent Roll permission in the Report section, at the Facility tab.
Report Scope
This article covers the Facility version of the Rent Roll report, which lists one row per occupied unit at a single facility. A separate Corporate version rolls this same data up into one summary row per facility across a portfolio.
💡 Tip: This report can be scheduled for recurring email delivery and marked as a favorite for quick access.
Report Layout
The report page includes the following report parameters and page controls.
Report Parameters
Report name and category – Shown as Rent Roll, tagged with the purple Occupancy badge.
Facility scope – Shows the single facility this report covers.
Date range – The Generated For date the report covers.
Report Generated timestamp – The exact date and time the report was run.
Filter and Export
Filter – Opens the Generate Report – Rent Roll drawer, where the For date can be reapplied. Unlike the Corporate level report, there's no facility picker here, since the report is already scoped to a single facility.
Generate Report - Rent Roll drawer
Export as – Downloads the report as CSV, Excel, or PDF.
Main Table Content
The report's main table breaks results down into unit and tenant details, rate and charge snapshots, and balance and aging columns.
Unit and Tenant Details
These columns identify which unit is occupied, by whom, and since when.
Unit – The number of the unit the tenant occupies. The unit number is clickable and opens the unit's overview tab.
Size – The unit's width by length, exactly as the unit was defined on the report date. Height, floor, door type, and climate control are not shown here.
Tenant – The tenant's full name as it read on the report date; a later name change doesn't rewrite history. The tenant's name is clickable and opens the tenant's overview tab.
Move-In Date – The day the tenant took occupancy of this unit, in the facility's local time.
ℹ️ Info: A unit with a move-out dated on the report date itself still counts as occupied that day. It only disappears from the roll the day after the move-out.
Unit and tenant details section of the Facility Rent Roll report main table
Rate and Charge Snapshot
These columns store "latest charge" values as of the report date, not running balances or calculations.
PTD (Paid-through date) – The date rent is paid up to, as it stood on the report date. If a later payment advanced it afterward, the report still shows the older value for that date.
In Place Rate – The monthly rent the tenant is actually contracted to pay right now, after any increases, overrides, or negotiated discounts. This is not the unit's street rate, and rate increases scheduled for the future are not reflected until they take effect.
Cov. Prem. (Coverage Premium) – The monthly protection or coverage premium currently billed on the lease, shown as zero if the tenant has no coverage. This is a monthly amount, not a balance.
Deposit – The security deposit amount on the lease, shown as the most recent deposit charge rather than an outstanding balance. An unpaid deposit shows up under Other Due instead.
Rate and charge snapshot section of the Facility Rent Roll report main table
Balance and Aging
These columns are calculated from the tenant's charge and payment history as of the report date.
Rent due – Unpaid rent. Calculated as: every rent charge in effect by the report date, minus whatever payments, credits, or waivers had been applied to it by then.
Cov. Due (Coverage Due) – Unpaid coverage. Calculated as: the same unpaid-balance math as Rent due, applied only to protection or coverage charges.
Fees Due – Unpaid fees. Calculated as: one-time fees, recurring fees, late or delinquency fees, and merchandise-related fees that remain unpaid as of the report date.
Other Due – Everything else unpaid. Calculated as: retail or merchandise items, opening balances migrated from a previous system, manual debits, and unpaid security deposits.
Prepaid/Credit – Credit on the account. Calculated as: money paid or forgiven through waivers, beyond what had been billed by the report date, with reversed or bounced payments subtracted back out. Never shown as a negative value.
Total Due – The tenant's full outstanding balance. Calculated as: Rent due + Coverage due + Fees due + Other due, floored at zero. A tenant sitting in credit shows 0 here, with the credit visible in Prepaid/Credit instead.
⚠️ Warning: Because each tenant's Total Due and Prepaid/Credit are floored at zero before summing, credits are never netted against other tenants' debts. A facility with one tenant $100 behind and another $100 in credit shows Total Due of $100 and Prepaid of $100 - not zero and zero.
Days Late – How far behind on payment the tenant is. Calculated as: the report date - the paid-through date, in days. Never negative - tenants paid into the future show 0.
Balance and aging columns section of the Facility Rent Roll report main table
⚠️ Warning: Individual due buckets can go slightly negative if a charge was over-applied - for example, Rent due can go slightly negative on a row where rent was overpaid. In these overpayment situations, the four due buckets may not visually add up to Total due.
Sorting and Totals
Rows are sorted by unit number by default, and the report ends with a single totals row.
Sorting – Rows are sorted by unit number as plain text, so "10" sorts before "9" - the order is character by character, not numeric. This default sort order can be cleared using the X button on the right-hand side of the table.
Totals row – The report ends with a single grand-total row: total in-place rate, total coverage premium, total deposits on file, the four due buckets, total prepaid, and total due, which equals the facility's accounts receivable on that date. Totals are always the sum of the rows displayed, so they tie out to the grid exactly.
Total row of the Facility Rent Roll report main table
FAQ
The following questions cover common points of confusion when reading the Rent Roll report at the Facility level.
1. Why doesn't a lease I know is active show up on the report?
A few reasons can keep a lease off the roll for a given as-of date: the move-in date is after that date, the lease already has a move-out on or before that date, the move-in was corrected or reversed, or the lease is brand-new and hasn't been billed or initialized yet.
2. A tenant paid today - why does the report still show them as behind?
The report is fully historical. It shows the paid-through date and balances exactly as they stood at the end of the as-of date, in the facility's local time. A payment applied after that cutoff won't appear if you re-run the report for that same date.
3. Why does a tenant show $0 Total Due when I know they owe money?
Total due is floored at zero. If a tenant is actually in credit, their Total Due shows 0 and the credit itself appears under Prepaid/Credit instead - the two amounts are never netted against each other.
4. Why don't the four due buckets add up to Total due?
This can happen when a charge was over-applied, which can push an individual bucket like Rent Due slightly negative. Total Due is still calculated correctly; it's the visual sum of the buckets that may look off in these overpayment cases.
5. Can I change the default sort order?
The report defaults to sorting by unit number as plain text. You can clear this default using the X button on the right-hand side of the table.
Related Reports
Corporate Occupancy Reports: Rent Roll Report - The Corporate level companion to this report