How to export your data from AppFolio
AppFolio does not hand you one big export file. Your data comes out report by report: you run each report, set the date range, and export it to Excel. Plan an hour and work down the list. AppFolio's billing help is here; checked 2026-08-05.
The steps
- Export the directory reports. Run the Property Directory, Unit Directory, Tenant Directory, and Owner Directory reports, and export each one to Excel.
- Export the money history. Run and export the reports that carry your financial history: rent roll, tenant ledgers, general ledger, and payables. Set each report's date range to cover every year you need, not the default.
- Export lease data. Export the reports covering lease terms and deposits so rent amounts, dates, and deposit balances survive the move.
- Download documents separately. Uploaded files such as signed leases and inspection photos are not inside report exports. Download the ones you must keep.
- Spot-check totals. Open the exports and reconcile a couple of known numbers, like one property's year of rent, against the live account before you lose access.
The mistakes that hurt later
- Default date ranges. Reports often default to the current period. An export that silently starts in January of this year looks complete and is not. Set every range explicitly.
- Skipping owner and vendor data. Directories for owners and vendors are quick to export and painful to rebuild from memory.
- Leaving deposits behind. Security deposit balances are the numbers a departing tenant will argue about. Make sure a report in your set carries them.
Mind the 30-day clock
AppFolio cancellation requires written notice at least 30 days before your current term ends, so the export window and the cancellation notice overlap. Send the notice, then use the remaining paid time to export carefully. Details in the AppFolio cancellation guide.
Or skip the spreadsheet wrangling. We move your entire AppFolio portfolio into PropManager for you, free, usually inside 48 hours. You send the exports, we do the rest, and you check the result before anything goes live.