Extract data from rent rolls

A rent roll is the income engine of a property, and it is the first document an underwriter, an acquisitions analyst, or an asset manager asks for, almost always as a PDF or a printed spreadsheet rather than a feed. For a 240-unit multifamily asset, the rent roll lists every unit with its tenant, the contractual rent, the lease start and end dates, the security deposit, and whether the unit is occupied, vacant, or notice-to-vacate. An investor underwriting a $48,000,000 acquisition reconstructs gross potential rent, actual collected rent, and economic occupancy from that grid, and a lender sizing the loan does the same to test debt-service coverage. What makes this hard is that rent rolls are exported from property-management systems such as Yardi, RealPage, and AppFolio, each with its own column layout, and the meaningful distinctions hide in the columns. Contractual rent differs from market rent and from the actual amount a tenant pays after a concession, and an underwriter needs all three. A unit can be occupied at a loss-to-lease, vacant, or down for renovation, and the status drives the income model. Lease expirations cluster, so a roll has to surface how many leases roll over in the next 12 months. Subtotals at the bottom (total units, occupied units, monthly rent) have to reconcile against the line items. Talonic reads the rent roll and returns each unit with its tenant, contractual and actual rent, lease dates, deposit, and occupancy status, plus the reconciled property totals. An underwriter loads a clean rent roll into a model instead of retyping 240 rows from a scan. A 240-unit asset such as Cedar Ridge Apartments, underwritten 2026-06-01 from a 2026-05-31 Yardi export at $48,000,000 in USD, shows $421,800 of monthly rent and 95% occupancy, while a lease on Unit 4B runs 2025-08-01 to 2026-07-31 at $1,850 contractual and $1,790 actual that a US lender stress-tests.

What gets extracted from rent rolls

How extraction works for rent rolls

Rent rolls are exported from property-management platforms such as Yardi, RealPage, and AppFolio, so the column set and the way status is shown differ on every roll. Talonic reads the roll and maps it to the rent-roll schema in the Field Registry, which separates contractual rent, market rent, and actual collected rent rather than collapsing them into one number, because an underwriter models all three. Each unit keeps its lease start and end dates, deposit, and occupancy status (occupied, vacant, notice, or down), and lease expirations are aggregated so the roll surfaces near-term rollover. The property subtotals for unit count, occupancy, and monthly rent are reconciled against the line items. Every value returns with a confidence score and pixel-region provenance under DIN SPEC 91491 conformity, so an analyst can verify a unit's rent against the source roll before underwriting.

Sample extraction

A rent roll for a multifamily property exported to PDF

{
  "property_name": "Cedar Ridge Apartments",
  "as_of_date": "2026-06-01",
  "total_units": 240,
  "occupied_units": 228,
  "units": [
    {
      "unit": "4B",
      "tenant": "M. Lee",
      "contractual_rent": 1850,
      "actual_rent": 1790,
      "lease_start": "2025-08-01",
      "lease_end": "2026-07-31",
      "deposit": 1850,
      "status": "occupied"
    },
    {
      "unit": "5A",
      "tenant": null,
      "contractual_rent": 1900,
      "actual_rent": 0,
      "lease_start": null,
      "lease_end": null,
      "deposit": 0,
      "status": "vacant"
    }
  ],
  "total_monthly_rent": 421800
}

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