Rental-team Excel migration checklist: review properties, rooms and leases before import
HouseHu · Updated
For rental-team managers, administrators and reviewers preparing a current rent roll for HouseHu. Produce a traceable CSV, preview it first and retain a post-import work list. This is a preparation checklist, not a complete upload-ready file. Complete interface instructions are linked below.
Set the scope: current records, not an entire accounting workbook
Choose a cutoff for the current properties, rooms, occupants and leases. Keep a read-only copy of the original Excel workbook and create a separate working file. Trace every row to a lease or responsible person rather than turning uncertain data into official records.
- Assign preparation, review and import responsibilities. A company owner, company manager or administrator uses the company portal with tenant management enabled and the required property access. Read-only company status blocks template download, preview and import.
- A general rent ledger CSV uses different columns from HouseHu’s rent-roll template. The public rent-record example cannot be uploaded directly as an import file.
- Use the latest template available in the company portal. Do not upload .xlsx: the feature currently accepts UTF-8, comma-delimited .csv files only.
- Import can create properties, rooms, tenants and leases, with deposit records for leases. It does not migrate historical rent receipts, bills, receiving-account settings, contract documents or attachments, and does not activate tenant sign-in accounts.
Map fields: retain the downloaded headers and use one row per room
The current template has 14 columns representing property, room number, room type, tenant, phone, email, national ID, lease term, rent, deposit, parking space, vehicle plate, occupied Y/N and notes. The downloaded header labels remain in Chinese; keep them unchanged rather than translating them. Property and room number are required. Fill occupied lease details from the original contract.
- Use a consistent property name and list each property-room pair once. Resolve similar names or multiple same-named properties before asking import to match them.
- For an occupied room, enter the tenant and explicitly mark Y. For a vacant room, leave the tenant empty and mark N. Do not mix former tenants into the current rent roll.
- Store phone numbers as text to retain leading zeros. Verify emails, names and identity details against the source instead of inventing information to pass validation.
- Use a complete verified lease range, such as 2026-10-01~2027-09-30, and numeric rent and deposit amounts such as 12000 and 24000. Verify formula results before copying them.
- Use only the data needed and restrict working files to relevant staff. Keep example people and properties out of the production import.
Three-row example: three rooms do not mean three leases
Assume example property A does not yet exist in the target company and all three rooms, two occupants and leases are new. This is a review summary, not a complete 14-column upload file. Room 103 intentionally has reversed lease dates; correct it and preview again before importing.
| Room | Tenant | Lease term | Rent | Deposit | Occupied Y/N | Review result |
|---|---|---|---|---|---|---|
| 101 | Example tenant A | 2026-10-01~2027-09-30 | 12,000 | 24,000 | Y | Check against lease |
| 102 | Empty | Empty | 9,000 | 18,000 | N | Vacant; create room only |
| 103 | Example tenant B | 2027-09-30~2026-10-01 | 10,000 | 20,000 | Y | Reversed dates; correct first |
- There are 3 source rows. The target is 1 property, 3 rooms, 2 current tenants and 2 leases. Vacant room 102 creates a room only, with no tenant or lease.
- Room 103 ends before it starts: 2027-09-30~2026-10-01. After checking the original lease, correct it to 2026-10-01~2027-09-30.
- After correction, rent for the two occupied leases totals 12,000 + 10,000 = NT$22,000; lease deposits total 24,000 + 20,000 = NT$44,000. Exclude vacant room 102’s rent field from the occupied-lease total.
- These counts assume every target record is new and free of errors and conflicts. Existing records, duplicate tenants or effective leases change the result. Use the row preview rather than inferring creation counts from file rows.
Preview checklist: review warnings and quotas as well as errors
Preview does not write rental records. Review create, skip, error and warning details for each row, then confirm that current plus proposed additions fit all four actual plan limits: properties, rooms, tenants and leases. A preview is not an import.
- Correct error rows and preview again. A skipped row usually means matching records already exist, not that the existing lease was updated.
- A warning may not block import. Missing or unreadable lease dates can become placeholder dates; missing email can produce a placeholder address. These are not verified information. Complete the source first when possible.
- Import mainly adds records and corrects a room’s occupied status where necessary. It does not overwrite existing rents or replace leases from Excel. Resolve active or draft lease conflicts through the lease workflow first.
- Exceeding any resource limit blocks the whole file. Splitting files does not increase the company’s remaining quota. Resolve the plan or scope and preview again.
- Each file permits up to 2,000 data rows and 2MiB (2,097,152 bytes, inclusive). Split larger files. At most 500 row details are displayed while the summary covers the full file, so visible rows alone do not establish a complete review. For a review of every individual row, split into files of at most 500 rows and preview again.
Post-import verification: reconcile actual records, not only the completion message
Commit parses the file and calculates quotas again, and the result can differ from the earlier preview. Results classify data rows as created, skipped or failed. One row can create a room, tenant and lease, so created rows are not a tenant count.
- Check actual properties, rooms, tenants and leases, and every failed line and reason. Do not assume one failed row automatically rolls back other successful rows.
- Lease deposits are recorded as collected, initially dated the lease start. Verify actual evidence for each deposit and use the deposit guide to correct a different receipt date. A presumed date is not bank receipt evidence.
- Complete property addresses, placeholder data, receiving accounts and subsequent billing settings. Historical receipts and attachments still need separate preparation.
- Retain the file version, cutoff, preview summary, actual result and reviewer. For failed rows, first check records already present, then correct and preview again rather than manually creating duplicates.
Printable handover checklist
The preparer and reviewer confirm these items before an authorized company user imports. A company acting as landlord uses its company portal; tenant and independent-landlord portals do not offer data import.
- [ ] Original Excel retained read-only, with a separate working file, cutoff, owner and property scope.
- [ ] Latest 14-column template used, example rows removed and a UTF-8 comma-delimited CSV saved.
- [ ] Unique property-room pairs, occupied Y/N, tenants, lease dates, rent and deposits agree with source records.
- [ ] Errors and warnings resolved or assigned; all four quotas fit, with no assumption that splitting files increases quota.
- [ ] Post-import counts, deposit receipt dates and missing settings have assigned checks, with retained results and unresolved work.