✨ Import files, not keystrokes
Yardi Lease Data Entry Services
Manual lease data entry into Yardi Voyager is where good lease data goes to get corrupted. A lease administrator working through a stack of abstracts, screen by screen, will eventually transpose a date, skip an escalation step, or pick the wrong charge code from a dropdown — not from carelessness, but because hand-keying hundreds of structurally identical records is exactly the task humans are worst at. The errors surface later, on tenant invoices and rent rolls, long after anyone remembers which lease was keyed on a Friday afternoon.
PropETL replaces that keying with a validated import pipeline: lease data — from your abstracts, spreadsheets, or our own abstraction of the source leases — is mapped to Yardi’s import structures and checked against thousands of field-level rules before it goes anywhere near Voyager. Built by a team with 20+ real ERP implementations behind it, delivered in days, not weeks.
Why import files beat hand-keying at batch scale
Keying one lease into Voyager is fine. Keying three hundred is a different activity: every record passes through the same sequence of screens, the same dropdowns, the same date fields — and each pass is an independent opportunity for a typo that Voyager will happily accept. Manual entry has no batch-level consistency check; the person keying lease 240 has no way to notice they used a different charge code convention than they did on lease 12.
An import file inverts this. The whole batch exists as data before anything is loaded, so it can be validated as a set: every date parsed and range-checked, every charge code verified against your actual code list, every tenant and unit reference checked for existence, every required field confirmed present. Errors are found in a report you review — not on an invoice a tenant disputes.
What a validated Yardi lease import covers
- ✓Tenants — legal names, contacts, and codes, keyed consistently across the batch
- ✓Units and premises — suite references that resolve against your property and unit structures
- ✓Lease terms — commencement, expiry, and key dates in the formats Voyager expects, with cross-field checks (an expiry before commencement never reaches the database)
- ✓Charge schedules — base rent, escalation steps, and recoveries built so the imported schedule reconciles against the source rent roll
- ✓Options — renewal, termination, and expansion records captured as structured data rather than a notes field
The validation layer under the service
The engine behind the service is PropETL’s ETL pipeline, which validates lease data against hundreds of Yardi import modules and thousands of field-level rules — required-field checks, format rules, lookup validation against your codes, uniqueness constraints, ranges, and dependency rules that catch records which are internally inconsistent. The same class of checks a careful implementation consultant would run, executed systematically on every record instead of on a sampled few.
What fails validation is surfaced, not smoothed over: exception reports list each failing record, the rule it broke, and the correction options. You decide how each exception is resolved before import — nothing is silently guessed. Yardi-ready import files produced by this engine are rolling out to waitlisted clients; tell us your timeline and we will scope the deliverable for your batch.
From scanned lease to data in Voyager
- ✓Already have abstracts or spreadsheets? We map and validate them directly — your data, checked against Yardi’s rules before entry
- ✓Starting from scanned leases? Our abstraction pipeline extracts every field with page-level citations, a specialist QA-reviews each abstract, and the abstracts feed the import pipeline with no re-keying seam in between
- ✓Free sample round: send one representative lease and receive a finished, QA-verified abstract back before committing to anything
- ✓Custom per-lease pricing quoted after seeing a representative document; NDA available, and your documents are used only for your deliverables and deleted on request
Frequently asked questions
Why use import files instead of manual entry into Voyager?
Because manual entry validates one record at a time through human attention, and human attention degrades over a batch. An import file lets the entire dataset be validated as a set before load — date formats, charge-code lookups, required fields, cross-field consistency — so errors appear in a reviewable report rather than in production billing. At batch scale, that difference is the whole game.
How error-prone is manual Yardi data entry really?
The failure modes are well known to anyone who has run a go-live: transposed dates, skipped escalation steps, wrong charge codes chosen from long dropdowns, and inconsistent conventions drifting across a batch keyed over several weeks. The problem is not any single keystroke — it is that manual entry has no systematic check catching these before they reach tenant invoices. Validated imports exist precisely to close that gap.
What volumes make an import worthwhile?
There is no hard threshold, but the economics tip quickly: once a batch is large enough that keying it would take a lease administrator days — a few dozen leases and up — a validated import is usually faster, more consistent, and cheaper in fully loaded staff time. Acquisitions, migrations, and backlog cleanups are the classic cases. For a handful of one-off leases, hand-keying is fine.
Can you combine data entry with lease abstraction?
Yes — it is the strongest version of the service. We abstract your scanned leases with AI extraction, page-level citations, and specialist human QA, then feed the abstracts straight into the validated import pipeline. One team and one data model from PDF to Voyager means there is no vendor handoff where re-keying (and re-keying errors) can creep back in.
How fast can a batch be turned around?
Delivery runs in days, not weeks — AI-assisted extraction and automated validation set the pace, with human QA keeping accuracy, so batches can be sized to acquisition closings and go-live dates. The free sample round is the quickest way to start: one lease in, one finished abstract back, plus a firm quote and schedule for the full batch.
Get a quote — and a free sample round
Send one representative lease and we return the finished abstract, so you can judge the quality on your own documents before committing to anything.