Using the Import Tool

The tool works similarly to Excel. If you already have spreadsheets with this information, you can copy and paste the data into the Import Tool. You can also edit your data in Excel first, then copy it into the tool when ready.

Make sure to click Save Data every 5-10 minutes while entering information.

The first page is Companies. The Property Management Company is already loaded in the system, so you do not need to include it here.

Add any other companies you manage or own that are involved in owning the properties you manage.

Required fields include:

As you enter a company name and press enter, other required fields will highlight in red.

If a company has multiple owners, click Edit Columns, add another Shareholder field, then click Submit.

Use the Properties page to enter the properties you manage.

When filling in the Company Name column, dropdown options will appear using the companies entered on the Companies page. If the same company owns multiple properties, you can drag the cell down to copy it into additional rows.

The website alias is generated automatically, but you can edit the beginning of it if needed.

Lease Profile, Management Profile, and Maintenance Profile should be set before importing.

Use the Units page to enter unit information. The Building Name field will show dropdown options based on the properties entered on the previous page.

Required fields include:

If your property type is not available, Property Matrix can help add it in Settings.

Use the Leases page to enter lease and tenant information. Each lease should have its own row. If one unit has separate leases, enter each lease as a separate row.

A lease start date is required. If a unit is vacant, do not include it on this page.

You only need either an End Date or Month to Month. Billing Day and Due Day are also required.

Use Edit Columns to add additional rent items, security deposit items, or tenant fields. For Tenant Role, each lease should have one Primary tenant, with additional tenants listed as Residents. Tenants need an email address if they want online access.

Use the Vendors page to enter vendor information. The only required field is Company Name, but you can add more information, such as contact details, if you plan to email vendors or write checks to them.

Use the Leads page to enter any existing lead information you want to carry over into Property Matrix.

The Accounts and Balances page comes preloaded with existing accounts. You can add or remove accounts as needed.

Most users copy their Chart of Accounts into this page. You can include account numbers, select account types, assign parent accounts for subaccounts, and link accounts to a specific company if the account should only appear under that company.

For more detailed field definitions, see Import Tool Labels/Columns Defined.