CREx
Source cadence
Confirm the refresh cadence for each agreed source, including when updates become available to the owner.
For owners with third-party property managers
Multiple property managers.
One portfolio view.
Your managers run the properties. Your team needs a portfolio view it can work from. Start by confirming which reports have arrived, what periods they cover and what still needs clarification. CREx OS provides the data and reporting foundation; Intelligence brings the property context into your team's review work.
The reality
You have third-party PMs. Each uses a different system. Your asset managers should not pay the price.
Reconciling different manager reports can leave less time for valuation, leasing strategy and capital planning. Identify the recurring preparation work before choosing a solution.
CREx OS provides the portfolio data and reporting foundation beneath CREx Intelligence. Agree sources, definitions and the responsibility for unresolved inputs as part of the delivery scope.
Trusted data
Agree the sources.
Set the cadence.
Start with source access, available reports and the reporting calendar. Confirm any connector, extract or file route for the specific manager and system involved.
Other cadence options
Alternative cadence
A periodic delivery may suit some reporting needs. Evaluate each option against your required periods, source readiness and review calendar.
For each source, define the checks, the expected reporting period and who accepts the result. Ask how freshness, incomplete inputs and mapping changes will be reported.
Three source routes
Confirm the route for each source.
API, report-extract and customer-provided file routes depend on permissions, licensing and source support. Confirm the route before agreeing delivery.
Route 01Extracts
Reports and extracts
Yardi · Entrata · MRI · RealPage
Discuss source-specific permissions, available reports and extraction routes.
- Yardiconfirm extract access
- Entrataconfirm source access
- MRIconfirm source access
- RealPageconfirm source access
Route 02API access
Integrations
Additional source systems
Confirm API availability, permissions, supported fields and operating responsibilities.
- ResManconfirm available reports
- Buildiumconfirm available access
- Other systemsconfirm coverage
Route 03Files
Universal parsers
P&L · Rent roll · Trial balance
Review supported file types, layouts, limits and the checks needed before use.
- P&Lconfirm account mappings
- Rent rollconfirm layout and fields
- Trial balanceconfirm supported files
AI-enabled smart uploader
Not ready for automated feeds?
Then here is another option.
The Starter plan supports customer-provided files within agreed limits. Discuss the uploader, supported AI environment, file review and permissions before choosing a workflow.
Supported files
Discuss supported Excel, CSV, PDF and Word inputs, including layout and size limits.
Agreed sources
Confirm which exported reports and source systems are supported for your portfolio.
Approved AI environment
Confirm the supported AI environment, connector access and permissions. Your customer-owned AI subscription remains separate.
Access and approval
Agree the preview, approval and access steps for any upload workflow. Review the applicable security information ↗.
The Starter plan runs on the uploader for up to three properties. Compare plans ↓
Checklist
Six checks that make
multi-PM data reliable.
Use these checks to define each manager's reporting process, with a clear owner, agreed cadence and review responsibility.
01 · Map
One chart, one dictionary
Crosswalk every manager's chart of accounts into your reporting chart and write down what each metric means. One PM's gross potential rent is another's market rent. Physical and economic occupancy get mixed up. Concessions, bad debt and capex classification drift the most. Every mapping change needs an approval.
02 · Validate
Define checks for each load
Define acceptance checks: a balanced trial balance, reconciled totals, identifiable properties and consistent periods. Agree how new columns, duplicates or missing records should be reviewed.
03 · Accept
Define acceptance before reporting
Define what accepted data means for your reporting process: required inputs, mapping approval, completed checks and unresolved exceptions. Confirm how that status is represented.
04 · Exceptions
Fix it at the source
Agree who records an issue, who contacts the manager and who reviews the correction. Source-system changes remain subject to the manager's responsibilities and permissions.
05 · Timing
Agreed cadence, with an as-of date
Set the cadence for each source. Keep month-end financials on an agreed close calendar and identify the as-of date for the information used.
06 · Audit trail
Confirm historical traceability
Ask which source versions, mappings and review decisions will be retained, and whether a prior reporting period can be reproduced.
Validation rules in more depth: commercial property data validation. When a PMS API is gated or priced out, the feed still has options: Yardi / RealPage API alternatives.
After the feed lands
Agree who works each exception
Agree exception handling alongside the data route. Agentic AM is OS delivery, with eligible support and coverage defined in the customer agreement.
Agents
Refresh watches and flags
- Define source-freshness checks and ownership
- Agree how proposed account mappings are reviewed
- Define checks for missing financials, units and rent-roll records
- Confirm preparation and review of reporting schedules
Operators
Chase, route, confirm
- Agree when and how the property manager is contacted
- Name who approves mapping and definition changes
- Agree source correction and revalidation responsibilities
- Confirm who accepts outputs before distribution
Agentic Asset Management is how CREx OS is delivered. Eligible accounts receive support with shared capacity, responsibilities and coverage defined in the customer agreement. Explore Agentic Asset Management.
Category check
Reporting layer or operating system
on the feeds?
Many owners evaluate a data and reporting layer that connects to property management systems, standardizes KPIs, and automates owner reporting. That category matters. Ask three questions in every demo:
- Who works an exception when an accepted feed goes quiet?
- Who approves chart-of-accounts drift so portfolio NOI stays comparable?
- Which source follow-up and data preparation tasks are included in the agreement, and which stay with your team?
Agree the CREx source coverage, validation rules and named exception responsibility for your portfolio. If you are considering hiring another analyst, compare that role with the proposed platform and delivery scope. Compare the options.
Capabilities
Define your PM data scope.
Use these areas to define the required data and reporting scope. Availability, source permissions and delivery responsibilities are confirmed for your account.
/01
Multi-system data collection
Identify the rent rolls, GL, lease schedules and financial reports available from your property managers.
/02
Data normalization
Agree common metric definitions and account mappings before comparing managers.
/03
Centralized dashboards
Discuss the portfolio, property and unit views needed, and confirm the supported source coverage.
/04
Automated feeds
Confirm refresh cadence, monitoring and escalation responsibilities for each source.
/05
Governance & quality
Agree validation rules, acceptance criteria and the response to missing or inconsistent records.
/06
AI-powered enrichment
Discuss any AI-assisted classification or document extraction, the supported inputs and the required review.
Benefits
Where automation may help.
/01
Reduce repeated preparation
Identify repetitive preparation tasks and evaluate where supported automation could reduce re-keying.
/02
Current visibility
Match source delivery and review timing to the decisions your team needs to make.
/03
Review accuracy
Trace reported figures to their inputs and review exceptions before relying on them.
/04
Standardized reporting
Agree an owner reporting basis while retaining the source and mapping differences.
/05
Enhanced collaboration
Agree what the property manager supplies and what your ownership team reviews.
/06
Historical analysis
Confirm which historical inputs and reporting versions will be retained.
/07
Plan source onboarding
Plan onboarding around source access, mappings, validation and acceptance. Timing depends on readiness and scope.
/08
Plan portfolio growth
Discuss how additional properties and managers affect source work, delivery capacity and cost.
Data in OS. The work in Intelligence.
CREx OS includes the portfolio data and reporting foundation. CREx Intelligence is the asset-management work layer above it, bringing property information and investment context to the AI your team already uses. Your team reviews the evidence and makes the decision.
Preparing the next reporting cycle? Use our guide to month-end close across multiple property managers to define source periods, open items and review responsibilities.
Core is separately scoped Consulting for data projects. It is not a separate software tier required to buy the OS data foundation.
Questions before agreeing the scope
Can we use this if we outsource property management?
Yes. The starting point is your manager roster, the property/reporting scope and the information ownership needs to review. Agree source eligibility, responsibilities and the available delivery approach for each manager.
Which systems and refresh schedules are supported?
Source routes depend on each manager's system, permissions and licensing. A source may arrive as a report extract, an available API connection or a supported customer-provided file. We confirm the access route, supported reports and refresh cadence when agreeing the scope.
What happens when a pack is missing or unclear?
Record the gap and the person responsible for resolving it. Mark the affected output partial or unavailable, or exclude the source from the comparison until it is accepted. Do not fill the gap with an invented figure or an all-clear.
How are PM feeds and Intelligence priced?
OS + Intelligence covers the agreed wider portfolio, PM-feed scope and named Intelligence working users. Authorized OS report-only viewers are included. Confirm feed quantities, working users and fees in your proposal. Starter covers up to three properties, without automated PM feeds. Enabled by our CREx Intelligence AI uploader. Confirm the applicable plan and fees in your proposal.
When is Agentic AM delivery support included?
Support eligibility is set by plan and customer agreement. Eligible accounts work with a named CREx operator, with shared capacity, reporting responsibilities and coverage defined for the account.
What should we bring to the first discussion?
Your manager and source-system list, the properties and reporting periods in scope, and the review your owner team needs to prepare. We can agree how to share a recent example pack after the initial scope discussion.
Plan scope
Choose the starting point.
Agree the scope together.
Start with customer-provided files or discuss automated PM feeds for the wider portfolio. We confirm the applicable plan, available scope and service coverage with your team.
Starter
Up to three properties, without automated PM feeds. Enabled by our CREx Intelligence AI uploader.
Work with customer-provided Excel, CSV, PDF and Word documents within supported limits. Includes CREx OS access and workflow creation, with CREx Intelligence use within the limits stated in your plan terms. Self-service setup and email support.
OS + Intelligence
For the wider portfolio, with PM feeds and working users agreed in scope. OS includes the data and reporting foundation; Intelligence adds the asset-management work layer above it.
Authorized OS report-only viewers are included. Customer configuration follows the agreed scope. Eligible accounts receive Agentic AM delivery support with shared capacity and coverage defined in the customer agreement.
Your customer-owned AI subscription is separate.
Related owner resources
Compare owner-level data and reporting scope ↗