Overview
The Management report gives you a complete, single-page snapshot of one facility's financial and operational performance as of a selected date. It consolidates revenue, payments, deductions, coverage, autopay, occupancy, rental activity, lead sources, and receivables into one report, always broken into three time windows: the selected date, month-to-date, and year-to-date. You can typically run it as a morning-review or month-end report to evaluate financial health, track key metrics, and make data-driven decisions.
ℹ️ Info: Whether "revenue" means money billed or money collected depends on the facility's configured accounting basis. On an accrual basis, revenue is recognized when earned; on a cash basis, revenue reflects money actually received, net of discounts and credits, and excludes prepaid money not yet applied to a charge. This affects the Revenue and Deductions sections only - every other section always uses the same underlying operational data regardless of basis.
Prerequisites
Access to this report requires:
The Read Management permission in the Report section, at the Facility tab.
Report Scope
This article documents the Facility level version of the Management report, which covers a single facility across the following sections: Revenue, Payments, Deductions, Coverage Statistics, Autopay Statistics, Occupancy and Economic Statistics, Rental Activity, Top 5 Lead Sources, and Accounts Receivable.
💡 Tip: The Management report can also be scheduled for recurring email delivery, with the Generate For date calculated automatically - for example, the run date, a fixed number of days before it, the first of the month, or the first of the year. You can also mark it as a favorite report for easier and quicker access.
A separate Corporate level version of this report exists for reviewing multiple facilities at once. Rather than repeating every section per facility, the Corporate level report is a compact roll-up showing three KPIs per facility - Revenue, Payments, and Rental Activity - across two time columns instead of three. See the Corporate level companion article for that version.
Report Layout
The report page includes the following report parameters and page controls.
Report parameters
Report name and category – Shown as Management, tagged with the orange Operations badge.
Facility scope – Shows the single facility this report covers.
Date range – The Generate For date, measured in the facility's own time zone.
Report Generated timestamp – The exact date and time the report was run, indicating how current the data is.
Filter and Export
Filter – For the Facility level report, the only filter criterion is the Generate For date. This single date sets all three result columns at once: the date itself, the 1st of that month through that date, and January 1 of that year through that date.
Generate Report - Management drawer
Export as – Downloads the report as CSV, Excel, or PDF.
ℹ️ Info: Occupancy, Coverage statistics, Autopay statistics, and Accounts Receivable reflect the facility's state at the end of the Generate For date. Revenue, Payments, Deductions, Rental activity, and Top 5 Lead Sources instead count everything that happened within the selected date, month-to-date, and year-to-date windows. All three windows follow the facility's own local calendar, so running the report for a past date reproduces exactly that day's picture.
Management Report Content
The report's results are organized into nine sections. Throughout, results are shown across three columns: the selected date, month-to-date (MTD), and year-to-date (YTD).
Revenue
Revenue shows what the facility earned, in five rows plus a total.
Rent – Rent revenue for the period.
Fees – One-time fees, recurring fees, merchandise-related fees, and late or delinquency fees, combined into a single row.
Merchandise – Revenue from locks, boxes, and retail items.
Coverage – Protection plan premiums.
Other – Security deposits, opening balances migrated from a previous system, and manual debits.
Totals – The sum of all five rows above.
Reversals reduce these figures. Whether a given row reflects billed or collected money depends on the facility's accounting basis (see Info box in the Overview section above).
Revenue table showing Rent, Fees, Merchandise, Coverage, Other, and Totals rows
Payments
Payments shows money actually collected, with one row per payment type, sorted alphabetically.
Cash
Check
ACH
Credit Card, broken out by brand (Visa, MasterCard, and others).
Migration – Payments carried over from a previous system.
Other
Totals – The sum of all payment types.
Refunds and reversals reduce these figures, so every row reflects net money in.
Payments table showing payment types rows, sorted alphabetically
ℹ️ Info: The Revenue total and the Payments total are expected to differ. Revenue reflects what the facility earned during the period; Payments reflects what it actually collected. The two measure different things by design.
Deductions
Deductions shows revenue given away, in five rows plus a total, shown as positive numbers.
Credits – Goodwill or manual account credits.
Discounts – Promotions and specials.
Waivers – Fees waived by staff.
Write-offs – Balances deemed uncollectable.
Refunds
Totals – The sum of all five rows above.
Deductions table showing Credits, Discounts, Waivers, Write-offs, Refunds, and Totals rows
Coverage statistics
Coverage statistics cover every lease active at the end of the selected date.
Enrolled – The number of active leases or tenants with insurance coverage.
Not enrolled – The number of active leases or tenants without insurance coverage.
Total – All active leases or tenants.
%Covered – The share of active leases or tenants enrolled in a protection plan. Calculated as: enrolled leases divided by total active leases. Shown as 0% when there are no active leases.
Coverage table showing Enrolled, Not Enrolled, Total, and %Covered columns
Autopay statistics
Autopay statistics follow the same structure as Coverage statistics, covering every lease active at the end of the selected date.
Enrolled – The number of active leases with a payment method set up for automatic billing.
Not enrolled – The number of active leases without a payment method set up for automatic billing.
Total – All active leases.
%Autopay – The share of active leases enrolled in autopay. Calculated as: enrolled leases divided by total active leases. Shown as 0% when there are no active leases.
Autopay table showing Enrolled, Not Enrolled, Total, and %Autopay columns
Occupancy and Economic Statistics
Every active unit is classified by its current status into one of five rows.
Vacant – Empty and sellable units.
Occupied – Units under an active lease.
Reserved – Units held under a reservation.
Company – Units held for the operator's own use.
Unrentable – Empty units that are not sellable.
Totals – The sum of all five rows above.
Occupancy and Economic Statistics table showing Vacant, Occupied, Reserved, Company, Unrentable, and Totals rows
ℹ️ Info: A unit marked temporarily Unavailable is shown under its last real status, not as a separate row.
Each row shows the following fields:
Units – How many units fall into this status.
Unit % – Percentage of overall units in each status. Calculated as: units in this status divided by total active units.
Area – The combined square footage of those units.
Area % – Percentage of total square footage categorized by unit status. Calculated as: area of units in this status divided by total active area.
Potential Gross – What those units would bill at street rates.
Potential Gross % – Percentage of total potential gross revenue represented by each status category. Calculated as: potential gross of units in this status divided by total potential gross.
In Place Rate – The actual contracted rent on those units' active leases. This is normally non-zero only on the Occupied row.
Variance – How far actual rent sits below or above street rate. Calculated as: in place rate minus potential gross. A negative number means rent is below street rate; a positive number means it's above.
Occupancy and Economic Statistics table showing Units, Unit %, Area, Area %, Potential Gross, Potential Gross %, In Place Rate, and Variance columns
Rental Activity
Rental Activity shows four count rows, each with date / MTD / YTD columns.
Move-Ins
Move-Outs
Transfers
Reservations – Counted on the date the reservation was created, not the date it reserves.
Net Rentals – Calculated as: move-ins minus move-outs.
Rental Activity table showing Move-Ins, Move-Outs, Transfers, Reservations, and Net Rentals rows
ℹ️ Info: Transfers and Reservations don't affect Net Rentals. A transfer moves a tenant between units without being a gain or a loss for the facility, so it's deliberately excluded from the calculation.
Top 5 Lead Sources
Move-Ins are grouped by the lead source recorded on the lease - for example, Google, drive-by, or referral - shown across the date / MTD / YTD columns.
Only the top five sources by YTD count are listed individually. Any remaining sources are combined into a single Other row. When a facility has five or fewer sources total, no Other row appears.
Top 5 Lead Sources table listing top five sources by year-to-date count
Accounts Receivable
Accounts Receivable shows who owes money and how late, based on unpaid charges on active leases. Each lease's lateness is measured from its PTD, and unpaid balances fall into six aging buckets.
1–10 days - Just late.
11–30 days
31–60 days
61–90 days - Lien/auction territory.
91–120 days
Over 120 days - Write-off candidates.
Each bucket shows the number of Units and Tenants affected, the unpaid amount split into Rent, Fees, and Other charges, and a bucket Totals. A footer row sums all six buckets.
Accounts Receivable table showing six aging buckets and Days, Units, Tenants, Rent, Fees, Other, and Totals columns
Security deposits, migrated opening balances, and future rent are excluded from every bucket. Tenants who are current on payment appear in no bucket.
⚠️ Warning: The footer's unit and tenant counts are "bucket appearances," not unique counts. A tenant with unpaid balances in two different aging buckets is counted once in each bucket, so the footer's tenant count can be higher than the facility's actual number of past-due tenants. The money columns in the footer, by contrast, do add up correctly.
FAQ
The following questions cover common points of confusion when reading the Management report at the Facility level.
1. Why don't the Revenue total and Payments total match?
They measure different things by design - Revenue is what the facility earned during the period, and Payments is what it actually collected (see the Payments section above).
2. Why do the Occupancy and Economic Statistics rows add up to less than the Total?
A unit with no status history counts toward the Total but doesn't fall into any of the five status rows (see the Occupancy and Economic Statistics section above).
3. Why does a tenant's unpaid balance seem to be counted twice in Accounts Receivable?
The footer's unit and tenant counts reflect bucket appearances, not unique tenants - a tenant with balances in two aging buckets is counted in both. The money totals are unaffected (see the Accounts Receivable section above).
4. Does the Management Report show live data?
No. It reflects the facility's data as of the Generate For date and the exact time the report was run, shown in the Report Generated timestamp.
5. Can I run this report for a past date?
Yes. Running the report for a past date reproduces that day's picture exactly, using the same date, month-to-date, and year-to-date logic.
Related Reports
Corporate Operations Reports: Management Report - The Corporate level companion to this report.