Fix your PM data before the investor letter goes out.
Five Excel templates that check what your property managers send you, and a five-day email course on keeping it clean. Start with the Rent Roll Anomaly Check: paste in a rent roll and 13 checks run on their own.
- Five Excel templates for the rent roll, budget vs actual, lease rollover, AR aging and renewal pricing.
- A sample portfolio in every file, wrong in places on purpose, so you can learn it before your next export lands.
- An AI prompt for each template, written for Claude, ChatGPT or Copilot.
- One email a day for five days. Each step takes under 10 minutes.
Works on exports from Yardi, MRI, RealPage, Entrata or any PMS that exports to Excel.
Send me the files
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Your five files are below. Day 1 of the course is on its way to your inbox.
- 01Rent Roll Anomaly CheckDownload
- 02Budget vs Actual and Forecast RiskDownload
- 03Lease Expiration and Rollover RiskDownload
- 04AR Aging and Collections RiskDownload
- 05Renewal Pricing vs MarketDownload
Open the Read Me tab in 01 first. It has the prompt and the five-minute version.
Four units. Three problems.
Unit 102 is marked occupied with no tenant, no lease end and $0 rent. Unit 205 is vacant and still billing $1,875. Unit 312 sits 2.7 standard deviations above its unit type.
The template flags all three the moment the rent roll is pasted in, before anyone builds a report on it.
| Property | Unit | Status | Tenant | Lease end | Rent | What the check found |
|---|---|---|---|---|---|---|
| Maple Court | 101 | Occupied | J. Alvarez | 02/28/27 | $1,450 | Clean |
| Maple Court | 102 | Occupied | – | – | $0 | No rentNo tenantNo end date |
| Harbor Point | 205 | Vacant | T. Nguyen | 05/31/26 | $1,875 | Vacant, still billing |
| Harbor Point | 312 | Occupied | D. Rausch | 11/30/26 | $3,940 | 2.7σ above unit type |
Five templates, in the order to run them.
Everything downstream inherits the rent roll. A rollover ladder built on missing lease dates is wrong, so fix the data first, then read the money, then look forward.
The orange columns on each Data tab check themselves before you ask an AI anything.
- 01
Rent Roll Anomaly Check
Thirteen checks the moment you paste a rent roll in: occupancy contradictions, broken lease dates, rent outliers by unit type, duplicate units, and concessions eating into revenue.
- 02
Budget vs Actual and Forecast Risk
Separates timing noise from structural overruns, splits controllable from non-controllable spend, and projects full-year NOI under three scenarios.
- 03
Lease Expiration and Rollover Risk
The twelve-quarter expiration ladder, WALT by rent and by area, and the re-tenanting cost that gets left out of hold-sell math.
- 04
AR Aging and Collections Risk
Scores every account by months of rent owed instead of raw balance, and builds the escalation list with recovery math.
- 05
Renewal Pricing vs Market
Measures gross and effective loss to lease, then tests each renewal ask on leases expiring in the next 120 days against the cost of losing the resident.
Five days. One step a day.
The templates catch this month's errors. The course is about next month: getting to PM data you don't have to check by hand.
Each email is short and ends with one thing to do that day, using the spreadsheets you already have.
Start Day 1- Day 1
Inventory the mess
List every PM in the portfolio: system, what they send, format, cadence and who sends it. Include the ones that only send Excel when someone asks.
- Day 2
One chart of accounts. Yours.
Don't ask the PMs to change. Pick your structure, map every PM into it, and write each mapping decision down before the person who made it leaves.
- Day 3
Feeds that arrive without a person
Get rid of the export someone has to remember to send. Manual exports are the ones that fail on close week.
- Day 4
The five checks
Did every property report? Do unit counts match last period? Any new or unmapped accounts? Does occupancy tie to the rent roll? Any $0 rents on occupied units?
- Day 5
Name the exception owner
Checks with no owner don't survive close. Name the person who chases the missing feed and gets the PM's answer in writing.
Before you sign up.
Do I need my own data to use the templates?
Which property management systems does it work with?
Does my data go to CREx?
What emails will I get?
What happens after day five?
Start with the rent roll.
Every other number in the pack inherits it. Get all five files now. Day 1 of the course follows by email.