Property management dashboards
Vacancy and delinquency before month-end
The rent roll lives in the PMS, budgets in the accounting system and work orders in a maintenance app. RapidDashboard joins them in a private data store, so owners and regional managers see the whole portfolio from one plain-English question.
Live examples
One question, one full dashboard
Pick a question. RapidDashboard answers with KPIs, charts, the records behind them and an AI summary of what to do next. Hover any chart for values or open its table view.
What is current occupancy and lease exposure by property, and how are Q4 renewals tracking?
Occupancy, exposure & renewals
Physical occupancy
92.2%
+1.0 pts vs last year
Economic occupancy
89.6%
+1.7 pts rent collected ÷ potential
Notices to vacate
24
+2 next 60 days
Q4 renewals signed
58 / 112
52% 23 offers still open
- Vacant
- On notice
| Vacant | On notice | |
|---|---|---|
| Riverside 96.0% | 4 | 4 |
| Harbor View 93.9% | 6 | 5 |
| Uptown 91.0% | 17 | 13 |
| Metro 88.0% | 17 | 2 |
- Leases expiring 112
- Offers sent 104 93%
- Residents replied 81 78%
- Renewed 58 72%
- Physical
- Economic
- Budget 95%
| Physical | Economic | |
|---|---|---|
| Oct | 90.8% | 87.9% |
| Nov | 90.6% | 87.6% |
| Dec | 90.9% | 87.8% |
| Jan | 91.2% | 88.3% |
| Feb | 91.4% | 88.6% |
| Mar | 91.6% | 88.9% |
| Apr | 91.9% | 89.1% |
| May | 92.4% | 89.6% |
| Jun | 92.6% | 89.9% |
| Jul | 92.3% | 89.5% |
| Aug | 92.0% | 89.4% |
| Sep | 92.2% | 89.6% |
What changed and what to do
- Warning: Uptown Lofts has 30 units vacant or on notice without a pre-lease, 9.6% of its units, plus 22 month-to-month leases. Portfolio exposure is 68 units, or 7.2%.
- Info: 23 renewal offers have no reply yet. Two thirds of them expire in November, so a reminder this week keeps them inside the 60-day notice window.
- Good: Riverside Commons reached 96.0% physical occupancy, its highest in a year.
AI summary
Physical occupancy is 92.2% and economic occupancy 89.6%, both up on last year. The 2.6-point gap reflects vacancy loss, concessions and bad debt, and Uptown Lofts carries the most exposure from notices and month-to-month leases. Q4 renewals stand at 58 of 112 with 23 offers open. Recommend a resident outreach push on the 23 open offers and a renewal incentive on Uptown two-bedroom units.
Ask next
- Show exposure by unit type at Uptown
- Which month-to-month leases should convert first?
- Compare renewal rent increases by property
Show rent delinquency by aging bucket and property, and which balances over 60 days have no contact logged.
Delinquency & collections
Delinquency
2.8%
+0.4 pts of monthly rent roll
Over 60 days
$9.7K
+$4.1K 61 to 90 and 90+
September collections
97.2%
-0.3 pts of charges collected
Payment plans
9
+2 active, all current
- 0–30 days
- 31–60 days
- 61–90 days
- 90+ days
| 0–30 days | 31–60 days | 61–90 days | 90+ days | |
|---|---|---|---|---|
| Riverside Commons | $6.8K | $2.1K | $0.0K | $0.9K |
| Harbor View | $4.9K | $1.6K | $1.2K | $0.0K |
| Uptown Lofts | $9.6K | $4.8K | $3.4K | $1.6K |
| Metro Flats | $3.4K | $1.6K | $1.6K | $1.0K |
$44.5K
2.8% of the $1.59M rent roll
- 0–30 days
- $24.7K
- 31–60 days
- $10.1K
- 61–90 days
- $6.2K
- 90+ days
- $3.5K
| Unit | Property | Balance | Days past due | Last contact | Next step |
|---|---|---|---|---|---|
| Unit 412 | Uptown Lofts | $4,860 | 74 | None logged | Call today |
| Unit 207 | Uptown Lofts | $3,640 | 68 | None logged | Call today |
| Unit 118 | Metro Flats | $3,190 | 63 | None logged | Call today |
| Unit 305 | Harbor View | $2,410 | 45 | Sep 24 | Offer payment plan |
| Unit 122 | Riverside Commons | $1,980 | 38 | Sep 30 | Promise to pay Oct 7 |
What changed and what to do
- Critical: Three balances past 60 days, totaling $11.7K, have no resident contact logged: Uptown 412, Uptown 207 and Metro 118.
- Warning: Uptown Lofts carries $19.4K, or 44% of all delinquency, with $5.0K already past 60 days.
- Good: All nine active payment plans are current, and Riverside Commons collected 98.9% of September charges.
AI summary
Delinquency stands at $44.5K, or 2.8% of the monthly rent roll, up 0.4 points. Balances over 60 days rose to $9.7K, and three of the largest have no contact logged. Uptown Lofts holds 44% of the total. Recommend calling the three residents today with a payment-plan offer before the legal referral threshold, and adding a daily delinquency review to the Uptown site team's stand-up.
Ask next
- Which residents have broken a payment plan?
- Show delinquency trend by property for 12 months
- List balances approaching legal referral
Bridge September from gross potential rent to NOI and compare operating expenses with budget.
Net operating income
NOI
$1.03M
+$12K vs budget
Effective gross income
$1.66M
+$14K vs budget
Operating expense ratio
38.0%
-0.3 pts vs August
Opex per unit
$664
+$2 vs budget, per month
| Step | Change |
|---|---|
| Gross potential rent | $1,754K |
| Vacancy | -$137K |
| Loss to lease | -$23K |
| Concessions | -$12K |
| Bad debt | -$10K |
| Other income | +$84K |
| Opex | -$629K |
| NOI | $1,027K |
- Actual NOI
- Budget
| Actual NOI | Budget | |
|---|---|---|
| Oct | $962K | $970K |
| Nov | $958K | $965K |
| Dec | $949K | $960K |
| Jan | $971K | $968K |
| Feb | $980K | $975K |
| Mar | $994K | $985K |
| Apr | $1,001K | $995K |
| May | $1,012K | $1,005K |
| Jun | $1,020K | $1,010K |
| Jul | $1,008K | $1,012K |
| Aug | $1,015K | $1,014K |
| Sep | $1,027K | $1,015K |
- Payroll$168K / $162K
- Real estate taxes$132K / $132K
- Repairs & maintenance$104K / $109K
- Utilities$96K / $100K
- Management fee$66K / $66K
- Insurance$63K / $58K
What changed and what to do
- Good: NOI reached $1.03M, $12K ahead of budget, on lower vacancy loss and $84K of other income from parking and utility reimbursements.
- Warning: Payroll ran $6K over budget, almost all overtime for make-ready work at Harbor View.
- Info: The new insurance policy adds $5K a month over budget through renewal next August. Utilities came in 4% under budget on mild weather.
AI summary
September NOI was $1.03M, $12K ahead of budget, with an operating expense ratio of 38.0%. Revenue beat budget by $14K while expenses ran $2K over, driven by payroll overtime and the insurance renewal. NOI has beaten budget in six of the last seven months. Recommend reforecasting insurance for the rest of the year and moving Harbor View make-ready overtime to a vendor contract with a turn-time SLA.
Ask next
- Show NOI by property vs budget
- Which expense lines are trending over?
- Trend loss to lease by unit type
Which units are in make-ready, how long have they been vacant, and how do turn times compare by property?
Make-ready & unit status
Avg make-ready days
9.6
+1.1 days move-out to rent-ready, Q3
Units in make-ready
26
+4 vs last week
Turns over 14 days
5
+3 3 at Harbor View
Vacant, rent-ready
48
-6 30 pre-leased of all vacant
- Occupied85090%
- On notice243%
- Make-ready263%
- Vacant ready485%
| Segment | Value | Share |
|---|---|---|
| Occupied | 850 | 90% |
| On notice | 24 | 3% |
| Make-ready | 26 | 3% |
| Vacant ready | 48 | 5% |
What changed and what to do
- Critical: Three Harbor View units have been in turn for 24 to 27 days, waiting on flooring, paint and an appliance delivery. Each costs about $61 a day in lost rent.
- Warning: Harbor View averaged 14.6 make-ready days in Q3, double the 7-day goal and up from 11.8 in Q2.
- Good: Riverside Commons turned units in 6.8 days, inside the goal, using pre-staged paint and flooring kits.
AI summary
Average make-ready time rose to 9.6 days in Q3, and 26 units are in turn today. Harbor View drives the increase, with three units past 24 days on vendor delays, while Riverside turns in 6.8 days. Recommend applying the Riverside pre-staged materials checklist at Harbor View and adding a 5-day SLA to the paint and flooring vendor agreements.
Ask next
- Show lost rent from make-ready by property
- Which vendors miss turn dates most?
- List pre-leased units not yet rent-ready
How are maintenance work orders tracking against SLA, and where is the open backlog by property and category?
Maintenance & work-order SLA
Open work orders
84
+12 vs last week
Completed within SLA
91%
-2 pts last 30 days
Avg days to complete
2.6
+0.3 non-emergency
Resident rating
4.6 / 5
+0.1 post-completion survey
91%
last 30 days · target 95%
What changed and what to do
- Warning: 24 HVAC work orders are open as heating season starts, and HVAC takes 4.8 days on average, the slowest category.
- Info: Uptown Lofts carries 29 of the 84 open work orders, matching its larger unit count and older systems.
- Good: Pest control and general requests close in under two days, and resident ratings rose to 4.6 out of 5.
AI summary
SLA attainment dipped to 91% over the last 30 days as open work orders rose to 84. HVAC is the bottleneck, with 24 open requests and a 4.8-day average as residents switch on heat. Recommend a two-week HVAC contractor surge at Uptown Lofts and Metro Flats and a pre-season furnace check on the remaining units.
Ask next
- Which technicians close the most work orders?
- Show repeat work orders by unit
- What is the emergency response time by property?
Sample data for a fictional company. Your dashboards run on your own connected systems.
Sound familiar?
Where the numbers live today
Vacancy shows up in the rent roll
A rise in notices reaches the owner with the month-end rent roll, after the weeks marketing could have used.
Delinquency ages in the PMS
Balances move from 30 to 60 days while site teams are focused on move-ins and work orders.
NOI is the finance team's number
Operators work from occupancy and work orders, while NOI arrives later in a separate owner report.
One spreadsheet per property
Each property manager exports and formats their own numbers for the Monday portfolio call.
Metrics glossary
The metrics behind these dashboards
How each number is defined, so everyone reads it the same way.
- Physical occupancy
-
The share of units that are occupied by residents, regardless of whether rent is being collected.
FormulaOccupied units ÷ Total units
- Economic occupancy
-
Rent actually collected as a share of the rent the property could earn at market rates with every unit leased. It captures vacancy, concessions, loss to lease and bad debt.
FormulaActual rental income ÷ Gross potential rent
- Delinquency rate
-
Rent owed and past due as a share of the rent charged for the period, usually reported by aging bucket.
FormulaPast-due rent ÷ Total rent charged
- Net operating income (NOI)
-
Income a property produces after operating expenses, before debt service, capital expenditures and income taxes.
FormulaEffective gross income − Operating expenses
- Make-ready days
-
Calendar days from a resident moving out until the unit is ready to rent again. Also called unit turn time.
FormulaRent-ready date − Move-out date
- Lease renewal rate
-
The share of expiring leases that residents renew, a direct driver of turnover cost.
FormulaLeases renewed ÷ Leases expiring
Connections
How your systems connect
Supported APIs and exports sync into a private RapidDashboard store you approve. Dashboards read from that store, so source systems keep their normal load.
Yardi Voyager / RealPage
PullsRent roll, unit status, leases, receivables, renewals
Vendor-approved interfaces and scheduled exports into your private store.
AppFolio / Entrata
PullsRent roll, delinquency, work orders, leasing activity
Official APIs where enabled, or scheduled report exports mapped to your properties.
Accounting (QuickBooks, Yardi GL)
PullsIncome statement, budget, opex by category
GL sync joins property financials to budget for NOI variance.
Maintenance apps
PullsWork orders, categories, completion times, surveys
API or PMS work-order module, scored against your SLA by category.
What you can build
Dashboards and reports teams build next
Leasing
- Physical and economic occupancy
- Notice and month-to-month exposure
- Renewal pipeline by property
Collections
- Delinquency by aging bucket
- Balances with no contact logged
- Payment plan tracking
Operations
- Make-ready board and turn times
- Work-order SLA by category
- Vendor turn-time performance
Owner reporting
- NOI vs budget by property
- Monthly owner package
- Expense variance alerts
Resident data stays protected
Property management systems hold resident names, contact details, payment history and screening results. RapidDashboard keeps this data in a private store with role-based access, so a site manager sees their community while owners see the portfolio, and dashboards can show unit numbers in place of resident names. AI features are optional and run on enterprise endpoints whose terms prohibit training on your data.
FAQ
Property Management dashboards: common questions
What should a property management dashboard show?
Most operators start with physical and economic occupancy, notices and renewals, delinquency by aging bucket, NOI against budget, make-ready days and work-order SLA. RapidDashboard builds each of these from a plain-English question against your synced PMS and accounting data.
What is the difference between physical and economic occupancy?
Physical occupancy counts occupied units as a share of total units. Economic occupancy compares rent actually collected with gross potential rent, so it also reflects concessions, loss to lease and bad debt. Economic occupancy is usually the lower number, and the gap shows how much revenue occupied units are leaving behind.
How is NOI calculated for a rental property?
Start with gross potential rent, subtract vacancy, loss to lease, concessions and bad debt, and add other income to reach effective gross income. Subtract operating expenses such as payroll, repairs, utilities, taxes, insurance and management fees. NOI excludes debt service, capital expenditures and income taxes.
Can RapidDashboard connect to Yardi, AppFolio or RealPage?
Yes. RapidDashboard connects through vendor-approved interfaces, official APIs where they are enabled, or scheduled report exports. Rent roll, receivables, work orders and GL data sync into one private store, so a portfolio view can span more than one PMS.
Is resident data used to train AI models?
No. Resident data stays in a private store you approve, and AI features run on enterprise endpoints whose terms prohibit training on customer data. AI is optional; the dashboards work without it.
Keep exploring
Related example dashboards
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