Track Rental Reporting Metrics | RentMouse

Use RentMouse analytics to monitor occupancy, revenue, cash flow, and compliance across your portfolio. This guide walks through dashboards, report exports, scheduling, and tips for aligning metrics with accounting data.

At a Glance#

Who it’s for: Owners, finance teams, and analysts tracking rental performance.
Time to complete: Initial configuration ~25 minutes; weekly review ~15 minutes.
Prerequisites: Invoices and payments entered in RentMouse, properties and units tagged correctly, and appropriate reporting permissions.

What You Can Do#

Analyze real-time dashboards for occupancy, rent collected vs. expected, maintenance backlog, and arrears.
Drill into rent roll, income statement, cash flow, and rent collection reports.
Export data to CSV or sync with BI tools for deeper analysis.
Schedule recurring email summaries for stakeholders.
Compare performance across properties, regions, and time periods.

Before You Begin#

Permissions: Requires analytics.view or owner access. Finance-only users can view but not edit dashboard filters.
Data completeness: Ensure historical data migration is finished; missing invoices or payments affect metrics.
Regional notes: Canadian reports include GST/HST columns. US landlords can enable state-specific compliance modules.
Tagging checklist: Use property groups and unit tags (e.g., "Short-term", "Student Housing") to enable segment filters.

Step-by-Step#

Breadcrumb: Reports ▸ Overview

Review the analytics overview dashboard
Open Reports ▸ Overview. Customize the date range, property filters, and KPI cards (Occupancy, Collected vs. Expected, Open Maintenance). Save the configuration as "Executive Weekly" or similar.

Breadcrumb: Reports ▸ Rent Roll

Run the rent roll report
Navigate to Reports ▸ Rent Roll, confirm the as-of date, include vacant units if needed, and export PDF or CSV. The report lists unit details, current rent, deposit, and balance.

Breadcrumb: Reports ▸ Income Statement

Generate income statement
Select Reports ▸ Income Statement, pick monthly or quarterly cadence, choose cash or accrual basis, and export to share with finance stakeholders.

Breadcrumb: Reports ▸ Cash Flow

Analyze cash flow trends
Use the Cash Flow dashboard to see inflows/outflows by category. Toggle "Include scheduled invoices" to forecast upcoming rent.

Breadcrumb: Reports ▸ Maintenance

Monitor maintenance KPIs
View average response time, resolution time, and cost per ticket. Filter by vendor to compare performance. Export the dataset for deeper maintenance analytics.

Breadcrumb: Reports ▸ Scheduling

Schedule recurring reports
Under Reports ▸ Scheduling, create new schedules for rent roll, income statement, and arrears reports. Choose recipients, frequency, and file format. Scheduled emails include secure download links.

Breadcrumb: Reports ▸ Data Export

Export raw data
When deeper analysis is needed, use Data Export to pull invoices, payments, maintenance records, and tenant data as CSV or feed to your data warehouse via API token.

Weekly Checklist#

Monday: Review occupancy and arrears cards; escalate high-risk balances via /help/manage-rent-invoices.
Wednesday: Monitor maintenance backlog and vendor performance; coordinate with /help/resolve-maintenance-requests workflows.
Friday: Reconcile payments with /help/set-up-rent-payments and ensure deposits match ledger entries.
Monthly: Export income statements and share with accounting for general ledger alignment.

Screenshots & Media#

rm-reporting-overview-step1-v1.png — Alt: “Analytics overview dashboard with KPI cards and filters”; Title: “Overview dashboard”; Description: Show KPI cards, filters, and saved view dropdown; Caption: “Customize filters and KPIs to monitor portfolio health at a glance.”
rm-reporting-rent-roll-step2-v1.png — Alt: “Rent roll table with export buttons”; Title: “Rent roll report”; Description: Display table columns and export actions; Caption: “Run the rent roll to view unit-level rent and balances.”
rm-reporting-income-statement-step3-v1.png — Alt: “Income statement selector with basis options”; Title: “Income statement options”; Description: Highlight cash vs accrual toggle; Caption: “Generate income statements by period and accounting basis.”
rm-reporting-cash-flow-step4-v1.png — Alt: “Cash flow chart with inflow and outflow lines”; Title: “Cash flow trends”; Description: Show chart and forecast toggle; Caption: “Analyze actual and forecasted cash flow trends.”
rm-reporting-maintenance-step5-v1.png — Alt: “Maintenance KPIs showing average resolution time and cost”; Title: “Maintenance KPIs”; Description: Include KPI tiles and vendor filter; Caption: “Track maintenance performance to hit SLA targets.”
rm-reporting-scheduling-step6-v1.png — Alt: “Scheduling screen with recipients and frequency dropdowns”; Title: “Schedule reports”; Description: Show schedule creation form; Caption: “Automate recurring report delivery to stakeholders.”
rm-reporting-export-step7-v1.png — Alt: “Data export page with dataset list and API token option”; Title: “Export raw data”; Description: Display dataset checkboxes and API token copy button; Caption: “Export datasets or connect to your warehouse for advanced analytics.”

Troubleshooting#

Symptom	Likely cause	Fix
Dashboard shows stale data	Data sync paused or filters cached	Click Refresh data in the header; ensure cron sync is active in Settings ▸ Integrations.
Report export empty	Date range or filters exclude data	Reset filters, ensure date range covers occupied periods, and rerun export.
Scheduled email not received	Recipient not verified or email blocked	Confirm recipient email, check spam, and ensure they accepted the report invitation email.
Metrics don’t match accounting	Missing historical invoices or adjustments not logged	Audit data imports; reconcile manual adjustments using ledger entries in `/help/manage-rent-invoices`.
API export fails	Token expired or dataset size too large	Regenerate API token and paginate requests by month to stay within limits.

FAQ#

Can I share dashboards with investors?
Yes. Create a read-only dashboard link with masked tenant PII. Links expire automatically after 14 days or immediately if revoked.

How often does the data refresh?
Dashboards refresh hourly. Payment and maintenance events trigger near-real-time updates within five minutes.

Can I compare performance year over year?
Yes. Use the comparison toggle in reports to view current period vs. prior year, or export data and pivot externally.

Does RentMouse integrate with BI tools?
Yes. Use the Data Export API, or push data to Snowflake/BigQuery connectors. See the developer docs for schema references.

How do I track budget vs actuals?
Import budget figures via Reports ▸ Budgets and align them with the income statement for variance reporting.

Can I limit which users see financial data?
Assign the analytics.view role and restrict finance data to permitted users via role settings. Maintenance-only users see operational dashboards without dollar amounts.

Security & Privacy Notes#

Analytics surfaces tenant data only in aggregate; identifiable fields are masked by default.
Exports include tenant contact info only if explicitly selected; follow privacy laws when sharing externally.
API tokens use OAuth scopes; revoke tokens immediately when staff leave.
Feature flag analytics_insights_v2 unlocks dashboards, scheduling, and API export enhancements.

Version & Region#

Feature flag: analytics_insights_v2
Last verified build: RentMouse web 2025.10.28
Last verified date: 2025-11-01
Supported regions: United States, Canada (GST/HST columns enabled)

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