For landlords and property managers
A rent roll read from the leases you already hold.
You run rental buildings, your own or other people’s, and the terms of every tenancy sit in PDFs. Upload the leases and Revalidata builds the rent roll from them: each property with its units, tenants, rents, dates and the next deadline on each lease. A rent, a date or an area a lease does not state clearly is left empty and you fill it in. A property with no lease to upload can be added by hand. On the Landlords and property managers plan it also keeps the rent ledger: bill each month, record payments, deposits and late fees, enter vendor bills and read a profit and loss for each property. Each owner can be given a read-only link to their own property.
What a property looks like
Example rows we wrote for this page; the tenants are invented.
| Unit | Tenant | Monthly rent | Dates | Next deadline |
|---|---|---|---|---|
| 4B | Jane Doe | From the lease, per month | Start and end as stated | Notice to end the lease |
| 2A | John Roe | After the lease’s stated increase | Start and end as stated | Lease expiry |
| Shop | Corner Bakery Ltd | Rate per square foot times the stated area | Start stated, end not stated | Renewal option window |
| 300 | Subtenant Co | Shown as a sublease, not counted in the total | As stated | None coming up |
Running the month
Bill each month’s rent for every lease that has a due day. Record what arrives, whole, part or over, and void a payment or a charge you got wrong, with a reason. See who is behind by tenant and by property, grouped by how many days late, and print a statement for a tenant. Record the security deposits you hold and return, apply or keep them. Charge the late fees you state, after you review each one. Enter vendor bills against a property, record what you pay on them, and read a profit and loss for each property. Log maintenance requests, and keep a register of buildings and equipment with a depreciation schedule that your accountant approves before it posts. Send the owner the read-only link, with a monthly statement if you choose.
Coming from QuickBooks or a spreadsheet?
Start with a file of your units, tenants and leases, Excel or CSV. Revalidata shows what it read and what it would add, marks each row it cannot use with the reason, and imports nothing until you confirm; importing the same file again adds nothing twice. Then set the day each rent is due, bill the first month and record what has been paid. Connect QuickBooks Online and Revalidata reads its chart of accounts, trial balances and reports, then imports the history into Revalidata’s books when you choose. Revalidata only reads: it has no way to change anything in QuickBooks. The account owner connects it. Importing a QuickBooks file is not available yet, and Revalidata does not connect to your bank, so keep QuickBooks for your bank and your tax forms. Where a report is not tied to your bank, it says so.
A blank, not a guess
A rent roll that is wrong by twelve is worse than one with a gap. Revalidata reads a rent only when the lease says how often it is due, an area only when one figure is stated, and an address only when it ends at a street it can name. A pound, a euro or a named dollar is read as written; a bare dollar sign is the dollar of the country the address is in, and US dollars when the address names no country. Anything else is left empty and shown as a dash. You can type the figure in, and your correction stands over the reading until you take it back.
A link for each owner
An owner wants to know what is let, to whom, for how much, and what is coming up. Make a link for a property and send it: it opens that property’s rent roll with no sign-in and shows nothing else. It carries no contract, nothing can be changed from it, it stops working after a year, and you can withdraw it whenever you like.
What Revalidata builds from each lease
A property for each address
Leases that name the same street address land on the same property. A lease whose address or tenant Revalidata cannot read is left off the rent roll and stays in your vault as a contract.
A unit when the lease names one
Apt 4B, Suite 300, Flat 3. A lease of a whole building names no unit and gets none; a lease of several units is not pinned to the first of them.
The tenant, as the lease names them
Without the entity clause: "Acme Corp, a Delaware corporation" is Acme Corp.
The rent, when the lease says how often
A sum with its period, or a rate per square foot or square metre times the stated area. A figure with no period is left empty, not guessed.
Rent increases the lease states
A fixed percentage every year, or a list of dated steps. The roll shows the rent in force today and says when it is after an increase. An index or a market review is not applied.
Start and end dates
Only a date the lease states. A term length is never turned into an end date, and a date written 01/11/2026 is not read: it is a different day in the US and the UK.
The next deadline for each lease
The same deadlines Revalidata finds for any contract: notice windows, renewal options, expiry. One click filters the deadline list to a property.
What it will not do
Revalidata does not hold or move your money: tenants pay you, and you record it. It has no bank feed and does not reconcile to your bank, it sends no invoices or receipts to tenants, it collects no rent online yet and it makes no 1099s. It does not work out interest on a deposit or say what your state allows for a deposit or a late fee. It does not apply an index-linked or market-review increase, and it does not read a rent in a currency outside the ones listed below. A lease whose address or tenant it cannot read stays in your vault as a contract and is not put on the rent roll.
Questions
How does Revalidata build a rent roll from leases?
Each lease you upload is read once. From its abstract Revalidata takes the premises, the tenant, the rent and how often it is due, the dates and the area, and writes one row for the lease under the property at that address. The total for a property counts the leases running today.
Can I add a property without uploading a lease?
Yes. Add a property by hand, then its units, and the tenant, rent and dates of each lease. What you type is the record: it is marked as entered by hand, a rebuild from your contracts never changes it, and it has no contract behind it, so it brings no deadlines or reminders of its own. A lease you upload later is added to that property when its address matches.
What happens when a lease does not state something clearly?
The field is left empty. Revalidata does not guess a rent period, an area or a date. A blank is shown as a dash, and you can fill it in yourself: your correction stays through any later re-reading of the lease until you take it back. One exception is stated plainly: a rent written with a bare dollar sign at an address that names no country is shown in US dollars.
Can I correct what Revalidata read?
Yes. The tenant, the unit, the monthly rent and the start and end dates can be edited on the rent roll. Edited fields are marked, and one click returns them to what the contract says.
Can the property owner see the rent roll?
Yes. For any property you can make a link and send it to the owner. Whoever holds the link sees that property’s rent roll with no sign-in: units, tenants, rents, dates and next deadlines. It shows no contract, nothing can be changed from it, it stops working after a year, and you can withdraw it at any time.
Does it handle amendments and subleases?
An amendment sent as an amendment to a lease is read together with it, and the rent roll shows the lease as amended. A sublease is shown on the property and kept out of the total, which is the rent paid to the landlord.
Which countries does it read?
Addresses in the US, the UK, Canada, Australia and Ireland are placed by their state, province or postcode. Street lines written the French, German, Dutch, Italian, Spanish and Portuguese way are read too. Rents in US, Canadian, Australian, New Zealand, Singapore and Hong Kong dollars, pounds and euros are read; a rent in any other currency is left empty.
What does the Landlords and property managers plan cost?
$49 a month, for up to 1,000 contracts a month and 5 people on the account. You see what Revalidata finds in a contract before you pay anything.
Is this a property management system?
It runs the monthly work of a small landlord, not everything a full system does. It reads the leases you already hold, or takes the properties, units and leases you type in, and keeps them in one place, with the clause behind each deadline, where one was captured. On the Landlords and property managers plan you can also bill each month’s rent, record the payments that arrive and see what each tenant owes and how late it is, record the security deposits you hold, and charge the late fees you state for a lease after you review them. You can also enter vendor bills and read a profit and loss for each property, log maintenance requests, and keep a fixed-asset register with a depreciation schedule your accountant approves before it posts. You type every deposit and late-fee figure: Revalidata has none of its own, works out no interest on a deposit and sends nothing to a tenant. Revalidata does not hold your money, has no bank feed, sends no invoices or receipts and makes no 1099s.
Can I move my books over from QuickBooks?
Partly. Connect QuickBooks Online and Revalidata reads its chart of accounts, trial balances and reports, then imports the history into Revalidata’s books when you choose. Revalidata only reads: it has no way to change anything in QuickBooks. The account owner connects it. You can also bring your properties, units, tenants and leases in from a spreadsheet, set the day each rent is due, bill the first month and record what has been paid. Importing a QuickBooks file is not available yet, so keep QuickBooks for your bank and your tax forms.
Your other contracts, on one calendar
Revalidata for landlords puts every lease, insurance certificate and loan document on one calendar, and the guide to tracking lease expirations works through four leases date by date.