How to Export CAM Data from RealPage Commercial

RealPage Commercial (formerly RealPage OneSite Commercial, and before that, Propertyware Commercial for some product lines) handles operating expense recovery through its Commercial module. The platform has gone through several acquisitions and interface updates, which means the exact navigation paths can vary depending on your RealPage version and configuration. This guide covers the core exports you need and the most common navigation patterns.

Before You Start

Know Your RealPage Product

RealPage's commercial property management suite includes multiple products that may be branded differently depending on when your organization adopted the platform:

This guide focuses on RealPage Commercial with the full recovery module. If you are on OneSite or Propertyware, the GL and rent roll exports work similarly, but recovery-specific reports may not be available.

Required Permissions

Export 1: Recovery Reconciliation Report

The Recovery Reconciliation report shows actual expenses versus estimated billings for each tenant and each expense pool. This is the starting point for any CAM reconciliation.

Key columns in the export:

Common Issues

Issue: Report shows "No Data" for some expense pools. RealPage's recovery module only includes expense pools that are configured in the system. If a pool shows no data, either (a) no GL accounts are mapped to that pool, or (b) no transactions were posted to the mapped accounts during the period. Check the recovery setup under Commercial > Recovery > Setup or Administration > Recovery Configuration.

Issue: Tenant pro-rata shares do not sum to 100%. This is normal if the building has vacant space. RealPage calculates pro-rata shares based on leased SF divided by total building SF. Vacant space is not allocated to any tenant. The unallocated percentage represents the landlord's share of expenses (or the portion covered by gross-up, if configured).

Issue: The report includes tenants from prior years. RealPage may include historical tenants in the reconciliation if their leases overlapped with the reporting period. This is correct — tenants who occupied space for any portion of the year owe their prorated share. Verify that the proration dates match actual move-in and move-out dates.

Export 2: General Ledger Detail

The GL Detail export provides every transaction posted to your operating expense accounts — the line-item backup behind the recovery reconciliation.

Key columns:

RealPage GL Export Tips

1. Check for accrual reversals. RealPage's accrual module automatically reverses accruals in the following period. If you see matching debit/credit pairs at the start of the year, these are likely accrual reversals from the prior year. They should net to zero and are not duplicate expenses.
2. Verify account hierarchy. RealPage uses parent-child account structures. The export may show both parent account totals and individual child account transactions. Remove the parent summary rows to avoid double-counting.
3. Look for allocation entries. If your organization uses RealPage's cost allocation module to distribute shared expenses across properties, the allocation entries appear as journal entries in the GL. Verify that allocations are appropriate for CAM recovery — not all allocated costs are recoverable.

Export 3: Rent Roll

The Rent Roll provides the tenant roster, square footage, and lease terms needed for pro-rata share calculation.

Required columns for CapVeri import:

Export 4: Tenant Billing Detail (Supplementary)

The Tenant Billing Detail shows every charge invoiced to each tenant during the year. This includes base rent, estimate charges, and any manual adjustments.

This export verifies that estimate billings match the recovery reconciliation's "Estimated Billed" column. Discrepancies usually indicate mid-year estimate adjustments that were applied to some tenants but not others, or billing corrections that were posted outside the standard billing cycle.

RealPage-Specific Considerations

Recovery Module Configuration

RealPage's recovery setup defines how expenses are allocated to tenants. Review the configuration before running the reconciliation:

Check these settings at Commercial > Recovery > Setup (or Administration > Recovery Configuration):

Multi-Building Campus Properties

RealPage handles campus properties (multiple buildings sharing common areas) differently than single-building properties. If your property is a campus:

• Shared expenses may be allocated across buildings based on a configured allocation percentage
• The building-level denominator may differ from the campus-level denominator depending on which expenses are building-specific versus campus-shared
• Export at the campus level for shared expenses and at the building level for building-specific expenses, then combine in your reconciliation workbook

RealPage Data Quality Considerations

RealPage's export formatting tends to require more cleanup than Yardi or MRI. Common issues to watch for:

1. Embedded subtotal rows. RealPage inserts subtotal rows within the data for each account group, each tenant, or each period. These look like data rows but contain aggregate amounts. Delete them before import.
2. Multi-line descriptions. Some transaction descriptions span multiple rows in the Excel export, which breaks CSV formatting. Look for rows with data only in the description column — these are continuation lines that need to be merged with the row above.
3. Date formatting inconsistency. RealPage may export dates in different formats depending on the report (MM/DD/YYYY, YYYY-MM-DD, or text format). Standardize to a single format before import.
4. Blank rows between sections. RealPage inserts blank rows between account groups or tenant sections. Remove all blank rows from the CSV.

Preparing RealPage Exports for CapVeri Import

CapVeri accepts CSV files from RealPage. The import process requires more data cleanup than Yardi or MRI exports because of RealPage's formatting characteristics. Follow these steps:

1. Remove all header rows. Delete the report title, date range, property name, and any other non-data rows at the top of the file. Keep only the column header row and the data rows.
2. Remove all subtotal and total rows. Delete any rows that contain aggregate amounts. These include section subtotals, page totals, and grand totals.
3. Remove blank rows. Delete all empty rows between data sections.
4. Standardize date formats. Convert all date columns to YYYY-MM-DD or MM/DD/YYYY format. Be consistent across all exports.
5. Verify Tenant ID consistency. Confirm that the Tenant ID in the rent roll matches the Tenant ID in the recovery reconciliation and billing detail. RealPage sometimes uses different identifiers in different modules (lease-level ID vs tenant-level ID vs billing-level ID).
6. Export one property per file. This simplifies validation and troubleshooting during import.

CapVeri's column mapper will prompt you to match RealPage column names during import. The mapper recognizes common RealPage column labels, but custom labels require manual matching on first import.

For a general overview of export workflows across property management systems, see the export guide.

Related Resources

• How to Export from Yardi, MRI, AppFolio & RealPage — Overview of all PM system exports
• How to Export CAM Data from Yardi Voyager — Detailed Yardi export guide
• How to Export CAM Data from MRI Software — Detailed MRI export guide
• Data Migration Off Excel — Moving from spreadsheets to structured reconciliation