How to build a single source of truth across Yardi, Realpage, Entrata, MRI, and AppFolio
Land every PMS in one warehouse you own, make the systems agree on every unit, lease and metric, and then ask the portfolio questions and hand it jobs. Here is how multifamily operators do it.
A single source of truth across several property management systems is one warehouse where every unit, lease, resident and work order from every PMS lands, the same unit is recognised as one unit whichever system it came from, and every metric has one agreed definition. Connect lands Yardi, Realpage, Entrata, MRI Software, AppFolio and 126+ other systems in a warehouse you own. Data Map makes them one portfolio. Then your team can ask that portfolio questions in Claude or Copilot through Propexo MCP, and hand jobs to agents that run on the same records.
Most multifamily operators run more than one PMS. A portfolio might have Yardi at its original communities, Realpage at newer acquisitions, Entrata at a recently acquired management company, MRI Software on the commercial and mixed-use assets, and AppFolio at a small third-party managed portfolio. Each one stores its data in its own schema, so no single report crosses all of them without someone reconciling spreadsheets.
One portfolio
Three names for one unit. One record everyone reads.
Each PMS stores the same apartment its own way. Connect lands all three in your warehouse as they are, Data Map links them into one unit, and every query, dashboard, answer and agent works from that one record.
- Original communities · PMS Unit 4B Building 2, Maple Court
- Acquired portfolio · PMS Space 02-04B Maple Ct Apartments
- Third-party managed · PMS Unit 204B MAPLE COURT BLDG 2
- One SQL query reads the warehouse
- BI dashboard reads the warehouse
- Answer in Claude or Copilot through Propexo MCP
- Lease audit agent runs on the same records
Build it, buy generic ELT, or use the Propexo Platform?
The three routes operators actually take, on the dimensions that decide the outcome. The first two stop once the tables land. The third carries on through the schema work and into the questions and jobs the data is for.
Engineering effort
- DIY
- High. Build and maintain every connector in-house
- Generic ELT
- Medium. Generic connectors plus custom dbt transforms
- The Propexo Platform
- Low. Propexo builds and maintains the connectors, and the matching rules for property data are already written
Lining up schemas across PMS platforms
- DIY
- Manual. You write the mapping logic for each PMS
- Generic ELT
- Manual. Generic ELT delivers raw tables; the mapping is on you
- The Propexo Platform
- Data Map links the same property, unit, lease and resident across every PMS and holds one definition of every metric
PMS API maintenance (auth, rate limits, schema drift)
- DIY
- Fully on your engineering team
- Generic ELT
- Partial. Auth handled; schema drift and rate limits still need custom work
- The Propexo Platform
- Fully managed by Propexo
Who can ask a question
- DIY
- Whoever writes SQL
- Generic ELT
- Whoever has a BI seat
- The Propexo Platform
- Anyone you approve, in Claude, Copilot or your BI tool, with the definition and the source on the answer
Acting on what the data shows
- DIY
- A person, by hand
- Generic ELT
- A person, by hand
- The Propexo Platform
- An agent runs the job across every PMS, inside rules you set, with every action on the record
Ongoing cost
- DIY
- High. Ongoing engineering time for maintenance
- Generic ELT
- Medium. Tool subscription plus continued transform engineering
- The Propexo Platform
- Subscription. No connector upkeep or mapping code on your side
What does a single source of truth mean for a multifamily operator?
One dataset, in a warehouse you own, where every unit, lease, resident and work order from every PMS is present, linked to its matches in the other systems, and measured by one agreed definition. It is not a dashboard and it is not a manual export. It is what BI tools, data teams, AI tools and agents all read without first negotiating with the source systems.
For an operator running Yardi at 40 properties and Realpage at 20 others, it means one query returns occupancy across all 60, by the definition the business signed off, instead of a spreadsheet reconciliation across two reporting portals. Add an MRI Software portfolio from an acquisition and the query still returns one answer, with the system each property's figure came from.
The warehouse is the right home for it because you own the data there in a way you do not inside the PMS, and because everything above it can change. The BI tool, the AI tool and the agents can each be swapped, and the records and definitions they read stay yours.
Why don't Yardi, Realpage, Entrata, MRI, and AppFolio data line up?
Because each PMS was built independently and reflects its own data model. The same apartment can be a unit in one system, a space in another and a differently coded unit in a third, each with its own lease status codes, charge codes and work order priority fields. None of these systems were designed to talk to each other.
So every integration project faces two distinct problems: the extraction problem (getting data out of each PMS API and keeping it flowing) and the schema problem (making that data mean the same thing once it lands). Generic ELT tools solve the first partially and the second not at all. A DIY build solves both from scratch, per PMS. Connect solves the first, and Data Map solves the second.
What does each route cost you?
Mostly engineering time, and the difference between the routes is whose. Building your own puts every connector, every API change and every mapping on your team. Generic ELT moves some of the plumbing to a vendor but leaves the PMS connectors, which the vendor does not have, and the mapping with you. The Propexo Platform moves both to Propexo and leaves you the decisions: which definition of occupancy the business uses, which questions people can ask, which actions an agent may take.
Option 1: Build your own connectors
Some engineering teams build direct integrations with each PMS API. This gives full control and carries a steep cost: each connector takes months of engineering to build, and every API change (authentication updates, schema drift, rate limit changes) needs ongoing maintenance. A multi-PMS project needs a roadmap slot most data teams do not have, and the schema mapping is still to do once the connectors run.
Option 2: Generic ELT (Fivetran, Airbyte) with custom transforms
Generic ELT platforms list no native connectors for Yardi, Realpage, Entrata, MRI Software or AppFolio. Teams that go this route build custom connectors on top of the platform, which inherits the authentication and maintenance burden of the DIY approach, and then add a transformation layer (typically dbt) to line up the schemas. It is the most common middle path, and the schema work in particular needs PMS domain knowledge that most data engineering teams do not have.
Option 3: The Propexo Platform
Connect syncs Yardi, Realpage, Entrata, MRI Software, AppFolio and 126+ other systems into your warehouse, with pre-built connectors that handle authentication, pagination, rate limits and schema drift, and lands each system in its own shape. Data Map then links the same property, unit, lease and resident across every PMS and holds one definition of every metric, with the matching rules for property data already built. Propexo MCP and Agents put the result in front of your team and to work.
Ask and act
What changes once every PMS agrees?
The questions stop waiting on an analyst. Portfolio occupancy by the agreed definition, delinquency across three PMS platforms in one table, and turn time by market become ordinary queries, and through Propexo MCP a regional or an asset manager can ask them in plain language in Claude or Copilot. Each answer carries its definition and its source, and the connection is read-only.
And the work stops depending on which system a property runs. An agent reads the same records at a Yardi property and an Entrata property and applies the same policy at both, whether the job is a lease audit, a renewal or a delinquency follow-up. You decide which actions run on their own and which wait for a signature, and every step is on the record.
How it gets done
How do you centralize Entrata, Realpage, AppFolio, and MRI data in one warehouse?
One managed pipeline per system, all landing in the same warehouse, then one portfolio on top. The five steps below are the order that avoids discovering a sixth system in month three.
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Inventory your PMS systems
List which properties run Yardi, Realpage, Entrata, MRI Software, AppFolio or another platform, and who holds the API credentials for each. Portfolios that grew by acquisition usually find more systems on this list than anyone expected, and each one adds its own reading of occupancy for Data Map to reconcile.
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Choose the warehouse the data lands in
Pick Snowflake, BigQuery, Databricks or another destination in the catalog, in an account you own. If you do not want to run one, Propexo can run a managed Snowflake warehouse for you, for an added fee, still in your name. Owning it is what keeps the reporting layer, and everything built on it, yours rather than any one vendor's.
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Land each PMS with Connect
Connect's pre-built connectors handle authentication, pagination, rate limits and a vendor's API change for Yardi, Realpage, Entrata, MRI Software, AppFolio and the other 126+ systems in the catalog. Each system lands in its own shape, so every figure can be traced back to the record it came from.
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Make it one portfolio with Data Map
Data Map recognises the same property, unit, lease and resident across every PMS and links the records, with a confidence score on every link and the sources left as they were. Then it holds one definition of every metric, agreed with your team, so occupancy and delinquency mean the same thing at a Yardi property and an Entrata one. If you would rather model in dbt, the raw tables are in your warehouse too.
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Query it, ask it, and put it to work
One SQL statement or one BI dashboard now spans every property and every PMS. Through Propexo MCP, the questions you approve can be asked in Claude or Copilot, with the definition and the source on each answer. And an agent can run a job, such as a lease audit or a delinquency follow-up, across every PMS from the same records.
Frequently asked questions
How do I build a single source of truth across Yardi, Realpage, and Entrata?
Three things: a connector to each PMS, one warehouse you own for the data to land in, and a layer that makes the systems agree. Connect handles the first two, with pre-built connectors for each PMS and loading into Snowflake, BigQuery, Databricks or another destination in the catalog. Data Map handles the third: it links the same property, unit and resident across every PMS and holds one definition of every metric.
How to centralize Entrata, Realpage, and AppFolio data?
Run one managed pipeline per system into a single warehouse you own, then reconcile them there. Connect extracts Entrata, Realpage and AppFolio separately and lands each in its own shape. Data Map then links the matching records and holds the agreed definitions, so the portfolio view belongs to you rather than to whichever vendor's reporting portal you happened to open. The five steps on this page are that process.
How can operators connect every property management system together?
Not to each other, and that is the useful answer. Connect does not make Yardi talk to Entrata; it lands both, and everything else you run, in the same warehouse, and Data Map makes them agree there. Pre-built connectors cover Yardi, Realpage, Entrata, MRI Software, AppFolio, Buildium, ResMan and Rent Manager, part of 126 source systems across the operational stack. Portfolios running several PMS platforms after acquisitions are the case this is built for.
Do we still have to model the schemas ourselves?
No. Reconciling a unit in Yardi with a unit in Realpage, and agreeing what occupancy means, is what Data Map does. Your team signs off the definitions, and the matching rules for property data are already built. If you would rather model in dbt on the raw tables, they are in your warehouse too.
What can we do once every PMS agrees?
Ask and act on it. Through Propexo MCP, the questions you approve can be asked in Claude, Copilot or any tool that speaks MCP, read-only, with the definition and the source on every answer. An agent can run a job across every PMS from the same records, such as a lease audit or a move-out reconciliation, and you decide which actions run on their own and which wait for a signature.
What are the best tools to sync property management data?
It depends on which systems you are syncing from. Horizontal ELT platforms such as Fivetran and Airbyte are the established choice for mainstream SaaS and databases, and their public catalogs list no native connectors for Yardi, Realpage, Entrata, MRI Software or AppFolio. For the property management systems themselves, Connect is the managed option built for that catalog. Most large operators run one of each, both writing to the same warehouse.
Can Fivetran connect to Yardi and Realpage?
Fivetran and Airbyte list no native connectors for Yardi, Realpage, Entrata, MRI Software or AppFolio. Building custom connectors on those platforms means handling each PMS's proprietary authentication, rate limits and schema quirks, and the maintenance stays with your team as the APIs change. Generic ELT tools are designed for SaaS data such as Salesforce, HubSpot and databases; PMS systems need domain knowledge those tools do not carry.
What PMS data can Connect land in my warehouse?
Units, leases, residents, charges, work orders, leasing funnel activity and payment data from Yardi, Realpage, Entrata, MRI Software, AppFolio and the other PMS platforms in the catalog, depending on what each PMS exposes through its API. Each source lands in its native structure, and Data Map links the matching records across sources.
Which warehouses does Propexo support?
Snowflake, BigQuery, Databricks and the other destinations in the catalog, in an account you own. Propexo can also run a managed Snowflake warehouse for you, for an added fee, in your name.