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. Plan an hour and work down the list, and finish inside your paid term, because AppFolio's Terms of Service say you are expected to retrieve your data before the subscription ends. Checked 2026-10-05.
The steps
- Export the unit and tenant directories. On AppFolio's Reports page, the Unit Directory is listed under Property and Unit Reports and the Tenant Directory under Tenant Reports. Open each one, then use Actions and choose Export as CSV. Run the equivalent reports for your properties, owners, and vendors the same way.
- 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.
AppFolio keeps its own help center behind a login. The report locations in step one come from RentCheck's public guide to AppFolio exports, a third party, checked 2026-10-05.
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's terms require written notice of non-renewal at least 30 days before your current term ends, so the export window and the notice overlap. The same terms say AppFolio may deactivate the service when the subscription ends and, after a reasonable period, delete the account and its data. 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.Related
- How to cancel AppFolio and the 30-day notice
- AppFolio pricing: every published plan and fee
- What PropManager costs next to AppFolio, itemized
- Export and cancel guides for other software
Sources
- AppFolio Property Manager Core Terms of Service (last updated January 30, 2026; the Plus and Max terms carry the same clauses). Checked 2026-10-05.
- RentCheck help: Downloading Units and Residents from AppFolio (third party, not the vendor). Checked 2026-10-05.