You know who is in each space. Before changing software, make sure the records tell the same story.
Start with a small, anonymized export and the jobs your current system does for you. We can review what fits, what needs setup, and what you should keep before agreeing on a move.
Export instructions below come from official vendor documentation checked September 18, 2026. Confirm the options available in your own account before making a plan.
A / Storable Easy
Ask for the export before setting a date.
Confirm with your current vendor how to export your tenant and unit records, the available file formats, and whether balances, prepaid rent, deposits, leases and history need separate files. We could not verify an export menu or a complete field list in the public official documentation we could access.
Ask for stable customer and unit identifiers. Check that multiple rentals stay attached to the right renter, and that dates, deposits and prepaid amounts have clear meanings. Keep the original files unchanged.
Use the six-step plan below for import versus manual setup, the first-month comparison, renter communication and records to retain. Export availability still needs confirmation with Storable Easy.
B / SiteLink
Gather the reports that describe the whole account.
In Web Edition, open Reports, choose the report and reporting period, then export from Report Viewer. SiteLink documents Excel and PDF exports for Web Reports. Check the format available for each report in your account.
The Directory covers current tenant contact and unit information. Rent Roll includes balances, dates and rates. Payment History and Ledger History provide per-tenant financial records; Calls and Notes covers tenant notes. These are separate reports, not a verified single migration file.
Confirm which tenants and locations each report includes. Match customers to units across the files, reconcile deposits and prepaid amounts, and keep a readable copy of financial history. Ask SiteLink how to retain signed agreements and other documents.
Use the six-step plan below for import versus manual setup, the first-month comparison, renter communication and records to retain. An Excel export does not establish a ready-made BayRoster import.
C / storEDGE
Choose the format and the snapshot date.
In the Reports tab, fill in applicable dates and choose Print (PDF), Spreadsheet (CSV), or Excel (TXT), then Generate Report. Reports marked trailing-day contain data through the previous day.
Tenant Contact List includes current tenants; its Excel and CSV versions also include gate codes. Rent Roll includes active tenants and moved-out tenants who owe money, with dates, rates, deposits and current amounts due or prepaid. Rent Roll uses trailing-day data.
Account for activity after the report's cutoff. Reconcile moved-out balances separately from occupied units, and keep gate codes out of an anonymized sample. Confirm with your vendor how to retrieve the leases, attachments and financial history you need.
Use the six-step plan below for import versus manual setup, the first-month comparison, renter communication and records to retain. A CSV extension alone does not make the file compatible.
02 / The same careful process for every system
Agree on the records. Then agree on the move.
This plan applies to all three systems above. It is a proposed working process, not a promise of feature parity or a cutover date.
01
Review a sample
Send an anonymized sample through an agreed channel first. Leave out payment credentials, gate codes and unnecessary personal details. List the daily jobs you cannot lose, including access control, insurance, notices and multi-site work.
02
Separate import from setup
BayRoster's migration CSV uses its own versioned customer, asset and location-history format. A competitor export is not a drop-in import. We need to review and map a sample before deciding what can be brought over.
Historical payments and charges are outside that CSV transfer. Agree separately on opening balances, deposits, prepaid rent and a reconciliation cutoff. Layout, rates, billing rules, communications and payment setup need their own setup plan.
03
Compare for the first month
Keep the old records available while you compare occupancy, dates and account totals through a full billing cycle. Designate one system to issue bills and collect money. Parallel comparison must not become duplicate billing.
04
Tell renters what changes
Once the plan is agreed, explain where to pay, when the change takes effect and whom to call. Do not promise that saved cards or autopay authorizations will transfer. Confirm payment setup individually.
“We are updating how we manage your account. We will confirm any new payment instructions before you need to use them. Until then, keep following your current instructions.”
Suggested wording for you to adapt and send after confirming the plan.
05
Keep the old evidence
Retain original exports, signed agreements, payment history and the reports used to reconcile accounts. Agree on where those records will be stored and who can access them. Confirm your own vendor agreement, cancellation process and retrieval window before ending service.
06
Accept the result together
Check each unit and renter, compare the agreed financial totals, and record any exceptions. Set the cutover only after the operator accepts the records and essential workflows. Keep an accountable person on each side of the move.
03 / Take this to the desk
Your move checklist
Use this with whoever handles your books and your current software.
Your browser's Print menu also works. Choose Save as PDF to keep a copy.
List the current system, facilities and workflows that must keep working.
Confirm export steps with the current vendor; preserve the original files.
Review an anonymized sample and agree on field mapping and manual setup.
Choose a reconciliation cutoff and check occupants, dates, deposits, prepaid amounts and balances.
Keep historical ledger records and signed agreements separately.
Confirm payment setup without assuming saved-card or autopay portability.
Name one billing and payment authority during the first-month comparison.
Prepare renter instructions and a contact for questions.
Confirm vendor notice requirements and record-access dates in writing.
Record operator acceptance and unresolved exceptions before setting a cutover.
