--- title: "One portfolio view across every PMS" url: https://propexo.com/use-cases/portfolio-view/ description: "How multifamily owners, operators and REITs get one portfolio report across every PMS and manager, without combining spreadsheets by hand." --- Use Case # One set of numbers across every PMS and every manager Your portfolio report should not take most of the week to build. Put every system's data in one place, agree one definition for each metric, and stop exporting and combining spreadsheets by hand. Talk to Propexo Run your numbers You get one set of portfolio numbers by putting every system's data in one place and agreeing one definition for each metric. Connect brings the data from each PMS and each manager into a warehouse you own. Data Map matches the properties and units across them and holds the definitions. Your reports are then built from one dataset, and nobody exports or combines files by hand. For operations and reporting teams ## What does reporting week look like when the data is in several systems? It is Monday and the weekly portfolio report is due. Your properties run on more than one PMS, and some are run by third-party managers who send their own reports. So the first job is collecting. You log in to each system, run the exports, and download what each manager emailed. The second job is making the files agree. One manager lists a property by its marketing name and another by its legal entity. Unit counts differ by a few. Each source calculates occupancy its own way. You fix all of that in a spreadsheet that only you fully understand. The report goes out on Thursday. Then someone asks why your occupancy number is lower than the one the manager sent, and you spend Friday explaining the difference. Next week you do it again. The work does not get easier with practice, and when the portfolio adds a property or changes a manager, the spreadsheet breaks. ## What does building reports by hand cost you? Example inputs. Replace with yours. Cost a year — Hours a year — Working weeks a year — Exports run a year — ## Why don't the reports from each system add up? Each PMS reports on the properties it runs, in its own format, with its own names and its own formulas. A third-party manager sends what its system produces. None of them was built to be combined with the others, so combining them is left to you. | Where you read it | How it is calculated | Occupancy | Manager's report | leased units ÷ total units | 95.2% | PMS dashboard | occupied units ÷ rentable units | 93.1% | Your own model | occupied units, down units excluded | 91.8% | One definition, in Data Map | occupied units ÷ rentable units, as of day end | One number One property, one month, three sources The differences are small and they are everywhere. A unit that is down for renovation counts as vacant in one report and is left out of another. This is why two accurate reports for the same month can show two different occupancy numbers, and why only the person who built the spreadsheet can explain the gap. One portfolio ## Many systems. One set of numbers. Each manager and each system reports in its own format. Once they are all in your warehouse, Data Map keeps one list of properties and units and one definition of each metric, and every report is built from that. - Manager one PMS export its own property names and unit counts - Manager two A different PMS its own definition of occupancy - Every property Other systems accounting, maintenance, leasing, utilities Your warehouse · your account Connect keeps the pipes running Data Map · one portfolio One property list, one definition of each metric every figure shows the system and the manager it came from SourceManager oneManager twoOther systems - Owner and investor reports reads the warehouse DefinitionSource - Asset management dashboard reads the warehouse DefinitionSource - Answer in Claude or Copilot through Propexo MCP DefinitionSource Every manager · every system · one set of numbers Built with - Connect Every system you run, in a warehouse you own See Connect - Data Map One resident, one unit, one number across every system See Data Map - Propexo MCP Your data, inside the AI tools your team already uses See Propexo MCP - Agents Agents that run a job in your portfolio See Agents ## What are the ways to report across a portfolio? There are three, and most owners, operators and REITs have tried the first two. Compare Combining exports by hand BI tool connected to each PMS The Propexo Platform What it is CSV exports from each PMS and each manager, combined in Excel or Google Sheets Tableau or Power BI connected to each PMS API or database directly Connect brings every PMS into one warehouse you own. Data Map keeps one property list and one definition for each metric. Your BI tool reads one dataset. Ongoing work High. Analyst hours every reporting cycle Medium. Your team maintains each connection and fixes it when a PMS changes Low. Propexo keeps the connectors working when a vendor changes its API How current the data is As current as the last export, often monthly Varies by connection, often delayed Synced on a schedule you set for each system, with no export to run One definition across PMS platforms Done by hand in the spreadsheet, and easy to get wrong Partial. Each connection keeps its own format Data Map matches the same property, unit and resident across every PMS and holds one definition of each metric Who can ask a question Whoever has the spreadsheet open Whoever has a BI seat Anyone you approve, in Claude, Copilot or your BI tool, with the definition and the source on the answer Cost Low to start, high in staff time every cycle Mid-range, with engineering time to keep it running A subscription. No connector upkeep on your side ### Combining exports by hand What it is CSV exports from each PMS and each manager, combined in Excel or Google Sheets Ongoing work High. Analyst hours every reporting cycle How current the data is As current as the last export, often monthly One definition across PMS platforms Done by hand in the spreadsheet, and easy to get wrong Who can ask a question Whoever has the spreadsheet open Cost Low to start, high in staff time every cycle ### BI tool connected to each PMS What it is Tableau or Power BI connected to each PMS API or database directly Ongoing work Medium. Your team maintains each connection and fixes it when a PMS changes How current the data is Varies by connection, often delayed One definition across PMS platforms Partial. Each connection keeps its own format Who can ask a question Whoever has a BI seat Cost Mid-range, with engineering time to keep it running ### The Propexo Platform What it is Connect brings every PMS into one warehouse you own. Data Map keeps one property list and one definition for each metric. Your BI tool reads one dataset. Ongoing work Low. Propexo keeps the connectors working when a vendor changes its API How current the data is Synced on a schedule you set for each system, with no export to run One definition across PMS platforms Data Map matches the same property, unit and resident across every PMS and holds one definition of each metric Who can ask a question Anyone you approve, in Claude, Copilot or your BI tool, with the definition and the source on the answer Cost A subscription. No connector upkeep on your side ### Why a general data-loading tool does not solve this Fivetran, Airbyte and Stitch are built for mainstream software such as Salesforce, Workday and HubSpot. They do not have native connectors for Yardi, Realpage or Entrata. A team that builds its own has to learn how each PMS handles logins, paging and format changes, and then keep those connectors working. That upkeep takes time away from the reporting it was meant to support. The payoff ## What changes when all your portfolio data is in one dataset? Building the report stops being a weekly project. Data from every system arrives in your warehouse on a schedule, already matched to one property list, so the numbers are there when the week starts. Built by hand Export from each systemCombine in a spreadsheetReconcile and chaseSendAnswer questions From one dataset Report is readyTime to read it and act on it One weekly report, built two ways The time you spent collecting and reconciling goes to reading the report and acting on it. When someone questions a number, you can show which system it came from and how it was calculated. What you get ## What do you get from one portfolio dataset? ### One report for every manager Properties run by different managers on different PMS platforms appear in the same report, with the same columns and the same definitions. You can compare managers directly. ### New properties without a rebuild When you buy a property or a portfolio, its systems are connected and its data joins the same reports. You do not have to move it to a new PMS first. ### Numbers that match The owner report, the asset management dashboard and the answer someone gets from an AI tool all come from the same dataset, so they show the same figure. ### A record you keep The data is in a warehouse account in your name. It stays there if you change managers, change PMS, or sell a property and need its history for the buyer. Ask ## What can you ask once the data is in one place? Questions that used to need a new export and a new spreadsheet can now be answered with a single query. - What is occupancy by manager this month? Today: One export per manager, then a spreadsheet to line the properties up From one dataset: One query, with the definition shown - Which properties are over budget on repairs? Today: Accounting export, maintenance export, a lookup between two property lists From one dataset: One query across both systems - How did the properties we bought last year perform? Today: The seller's reports, the new manager's reports, and a spreadsheet to match them up by hand From one dataset: The same report as the rest of the portfolio Three questions, answered two ways Through Propexo MCP, the people you approve can ask these questions in Claude or Copilot, in plain language. Each answer shows the definition it used and the system the data came from. The connection is read-only. Act ## What can an agent do with the data? An agent can build the recurring reports for you. It produces each owner or investor report on the schedule you set, in the layout you already use, and sends it to you to review before it goes out. You decide which reports go out on their own and which wait for your approval. The same data can also tell you when something changes, so you do not have to spot the change yourself in the report. See exception reporting and anomaly detection for how that works, or Agents for how an agent runs. How it gets done ## How to get one portfolio view with the Propexo Platform There are five steps. Data Map does the matching and reconciling that used to happen in a spreadsheet. ### List every PMS and every manager in the portfolio Write down which properties run on which PMS, which manager runs each one, and which other systems the report draws on, such as accounting and maintenance. This list sets the scope of the work. ### Choose the warehouse the data goes into Pick Snowflake, BigQuery, Databricks or another destination in the catalog, in an account you own. If you do not want to run a warehouse, Propexo can run a managed Snowflake warehouse for you, for an added fee, in your name. ### Bring each system's data into your warehouse with Connect Connect has pre-built connectors for Yardi, Realpage, Entrata, AppFolio and 127+ proptech systems in all. Each system's data arrives unchanged, so any figure in a report can be traced back to the record it came from. Propexo keeps the connectors working when a vendor changes its API. ### Match properties and agree definitions in Data Map Data Map recognises the same property, unit, lease and resident across every system and links the records, with a confidence score on each link. Your team then approves one definition for each metric, such as occupancy and delinquency, and every report uses it. ### Build your reports from one dataset Point Tableau, Power BI, Looker or Sigma at the warehouse. Each report covers every property and every manager, and it updates when the data does. Through Propexo MCP, the people you approve can also ask questions in Claude or Copilot. You get one set of portfolio numbers by putting every system's data in one place and agreeing one definition for each metric. Connect brings the data from each PMS and each manager into a warehouse you own. Data Map matches the properties and units across them and holds the definitions. Your reports are then built from one dataset, and nobody exports or combines files by hand. Book a Propexo demo ## Frequently asked questions ### How do you report across properties that run on different PMS platforms? Bring the data from every PMS into one warehouse, match the properties and units across them, and agree one definition for each metric. Reports are then built from that one dataset. Connect brings the data in, and Data Map does the matching and holds the definitions. ### Do we have to move every property to the same PMS? No. Each property stays on the PMS it runs today, and each manager keeps its own system. The data from each one goes into your warehouse and is matched there, so the reports cover all of them without a migration. ### Can an owner get data from properties a third-party manager runs? It depends on the access your management agreement gives you. Connect needs credentials for each system, and at a managed property the manager holds them. Where you have that access, the data goes into a warehouse account in your name, and it stays there if you change managers. ### What happens when we acquire a property or change managers? The new property's systems are connected and its data joins the same warehouse and the same reports. A change of manager changes where the data comes from, not what your reports look like, and the history you already have stays in your account. ### How do REITs report across a portfolio when properties use different PMS platforms? The same way any owner does. Each PMS, such as Yardi, Realpage and Entrata, is brought into one warehouse with Connect. Data Map matches the same property, unit and resident across them and holds one definition of each metric. The board deck, the investor report and the asset management dashboard are then built from one dataset. ### Can we use Fivetran or Airbyte to connect Yardi and Realpage to a warehouse? Fivetran and Airbyte do not have native connectors for Yardi, Realpage or Entrata. Building custom connectors on those platforms takes engineering time at the start and maintenance afterwards. Connect provides these connectors pre-built, and Propexo keeps them working when a vendor changes its API. ### What data does Propexo sync from Yardi, Realpage and Entrata? Operational data such as units, leases, residents, charges, work orders, leasing activity and payments, depending on what each PMS makes available through its API. Each system arrives in its own structure. Data Map then matches the records across systems and holds the definitions, so the portfolio can be queried as one. ### Do we need a data team? No. Propexo builds and maintains the connectors, and the managed Snowflake warehouse when you choose that option. No data team is required. ### What do we need in place to start? Credentials for the systems you want landed, and a warehouse account or the managed Snowflake option inside Connect. No data team, and no custom build on your side. ### Which systems and warehouses does Propexo support? The systems and warehouse destinations are listed in the catalog. They include the major PMS platforms and Snowflake, BigQuery and Databricks. ## Every PMS and every manager. One set of numbers. Talk to Propexo See Data Map