Export an authorized sample, open it outside the product, and reconcile its records and attachments. Confirm how to obtain missing documents before treating an export as a complete exit plan.
Decide what must leave with you
A rent ledger export and a complete property handoff are different deliverables. List the records you need: properties and units, current and historical tenancies, charges, payments, credits, documents, expenses and repair history. Record which exports the selected plan actually provides.
The IRS applies the same basic recordkeeping principles to electronic and paper records. A downloadable file still has to support the underlying transactions. [1]
Inspect the files, not just the export button
| Check | How to test | Failure to resolve |
|---|---|---|
| Identity | Match a tenant or unit using a stable ID | Names alone merge two similar records |
| Dates | Read an ambiguous date such as 03/04 using the documented format | Month/day interpretation changes the period |
| Amounts | Match charge, payment and credit signs to the screen | Credits increase the amount due |
| Attachments | Open the actual lease or invoice after download | CSV contains only an account-restricted link |
| Coverage | Compare counts and earliest/latest record dates | Export silently covers only the current page |
| History | Find one corrected or archived record | Final total survives but its explanation disappears |
Reconcile a sample balance
Illustrative case: one $1,500 charge, a $1,000 payment and a $50 credit should explain a $450 balance. Compare all three entries with the product view. A file containing only “balance: 450” may be useful as a snapshot, but it cannot reconstruct the activity by itself.
If attachments arrive separately, keep a simple index linking each record ID to its file. Confirm that the document opens locally; do not assume a URL will remain accessible after the subscription ends.
Decide whether the exit is complete
- Keep the export date, filters, selected properties and product plan with the files.
- Store the authorized sample securely and limit access to the people performing the check.
- List omissions and ask how to export them while the account is still available.
- Resolve retention and access requirements before deleting records or closing the account.
A successful test does not prove every future export will be complete. Repeat it when the product changes its format or when you prepare an actual migration.
Sources
- What kind of records should I keep? — IRSSource checked Sep 20, 2026.
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