Reports & Analytics Guide
Generate financial reports, property performance metrics, and business insights. Complete guide to analytics and data-driven decisions.
Reports & Analytics Guide
Overview
Roomazon’s reporting system provides comprehensive insights into your property portfolio’s financial performance, helping you make data-driven decisions and prepare for taxes.
Available Reports
Financial Reports
Income Statement (P&L)
Shows profit and loss by:
- Time Period: Monthly, quarterly, annual
- Property: Individual or portfolio-wide
- Categories: Rent, fees, expenses
- Format: Summary or detailed
Key Metrics:
- Gross rental income
- Other income (fees, deposits)
- Total income
- Operating expenses
- Net operating income
- Cash flow
Cash Flow Report
Track actual cash movements:
- Money coming in (rent, deposits)
- Money going out (expenses, fees)
- Net cash flow
- Running balance
- Timing of transactions
Rent Roll Report
Current tenant summary:
- Property name and address
- Tenant name and contact
- Lease start/end dates
- Monthly rent amount
- Security deposit
- Current balance
- Payment status
Property Performance
Property Analysis
Compare property performance:
- Revenue per property
- Expense ratios
- Occupancy rates
- ROI calculations
- Maintenance costs
- Vacancy periods
Occupancy Report
Track vacancy metrics:
- Current occupancy percentage
- Vacancy duration
- Lost rent calculation
- Historical trends
- Seasonal patterns
Maintenance Analytics
Understand maintenance patterns:
- Requests by property
- Average resolution time
- Maintenance costs
- Vendor performance
- Request categories
- Tenant satisfaction
Payment Reports
Collection Summary
Monitor rent collection:
- Total collected vs expected
- On-time payment percentage
- Late payment trends
- Outstanding balances
- Payment methods used
Late Payment Analysis
Identify problem areas:
- Tenants with late payments
- Late fee collection
- Days to collect
- Seasonal patterns
- Recovery rates
Payment Method Breakdown
See how tenants pay:
- Online vs offline payments
- Credit card vs ACH
- Processing fees collected
- Payment timing patterns
Expense Analysis
Expense Summary
Categorized expense breakdown:
- Maintenance & repairs
- Utilities
- Professional services
- Insurance & taxes
- Property improvements
- Other expenses
Vendor Report
Analyze vendor relationships:
- Total spent per vendor
- Number of transactions
- Average invoice amount
- Payment timing
- Service categories
Tax Preparation Report
Year-end summary for taxes:
- Schedule E format
- Deductible expenses
- Property-wise breakdown
- Depreciation info
- Supporting documentation
Report Customization
Date Ranges
Choose from preset or custom ranges:
- Current month
- Last 30 days
- Quarter to date
- Year to date
- Last 12 months
- Custom date range
- Tax year
Property Filtering
Select specific properties:
- All properties
- Single property
- Property group
- By property type
- By location
Data Grouping
Organize information by:
- Monthly
- Quarterly
- Annually
- Property
- Category
- Vendor
Export Options
PDF Reports
Professional formatted reports:
- Company branding
- Executive summary
- Charts and graphs
- Detailed data tables
- Appendices
Excel/CSV Export
Raw data export for:
- Further analysis
- Custom formatting
- Integration with other tools
- Backup purposes
- Sharing with accountants
Email Delivery
Schedule automatic reports:
- Monthly summaries
- Quarterly reviews
- Annual reports
- Custom schedules
- Multiple recipients
Key Performance Indicators (KPIs)
Financial KPIs
- Gross Rental Yield: Annual rent ÷ property value
- Net Operating Income: Income - operating expenses
- Cash-on-Cash Return: Cash flow ÷ cash invested
- Expense Ratio: Expenses ÷ gross income
- Debt Service Coverage: NOI ÷ debt payments
Operational KPIs
- Occupancy Rate: % of time units are rented
- Tenant Turnover: Frequency of tenant changes
- Days to Rent: Average vacancy duration
- Maintenance Cost per Unit: Annual maintenance ÷ units
- Collection Rate: Collected ÷ expected payments
Benchmarks
Compare your performance:
- Industry averages
- Local market data
- Historical performance
- Similar properties
- Goal tracking
Advanced Analytics
Trend Analysis
Identify patterns over time:
- Revenue growth
- Expense trends
- Occupancy changes
- Seasonal variations
- Market shifts
Forecasting (Pro Plan)
Predict future performance:
- Rental income projections
- Expense budgets
- Cash flow forecasting
- ROI estimates
- Market analysis
Comparative Analysis
Side-by-side comparisons:
- Property performance
- Time period comparisons
- Before/after improvements
- Budget vs actual
- Market comparisons
Report Access by Plan
Free Plan
- Basic income/expense summary
- Simple payment reports
- 12-month history
Essential Plan ($15/month)
- All financial reports
- Property performance
- Payment analytics
- Export to PDF/Excel
- 3-year history
Pro Plan ($35/month)
- Everything in Essential
- Advanced analytics
- Trend analysis
- Unlimited history
Elite Plan ($69/month)
- Everything in Pro
- Enhanced features
- Priority support
Creating Custom Reports
Report Builder (Pro Plan)
- Choose data sources
- Select metrics
- Set filters
- Choose visualization
- Save template
- Schedule delivery
Common Custom Reports
- Property acquisition analysis
- Tenant communication log
- Vendor performance review
- Insurance claim summary
- Capital improvements tracking
Report Templates
Save frequently used reports:
- Monthly board reports
- Quarterly investor updates
- Annual tax summaries
- Property management reviews
Using Reports for Decision Making
Investment Analysis
Use reports to evaluate:
- Property acquisition opportunities
- Renovation ROI potential
- Portfolio optimization
- Market timing decisions
- Exit strategies
Operational Improvements
Identify areas for improvement:
- High-maintenance properties
- Expensive vendors
- Payment collection issues
- Tenant satisfaction problems
- Cost reduction opportunities
Tax Planning
Prepare for tax season:
- Maximize deductions
- Track depreciation
- Document improvements
- Plan major purchases
- Organize receipts
Best Practices
Regular Review Schedule
- Weekly: Cash flow and collections
- Monthly: P&L and KPIs
- Quarterly: Property performance
- Annually: Portfolio analysis and tax prep
Data Quality
Ensure accurate reporting:
- Enter expenses promptly
- Categorize consistently
- Upload receipts
- Reconcile regularly
- Review for errors
Sharing Reports
With stakeholders:
- Investors: Quarterly performance
- Accountants: Annual tax reports
- Partners: Monthly summaries
- Lenders: Financial statements
- Insurance: Claims history
Report Security
Protect sensitive data:
- Control access permissions
- Use secure sharing methods
- Watermark confidential reports
- Track who accesses what
- Regular security reviews
Troubleshooting
Missing Data
If reports show incomplete data:
- Check date ranges
- Verify property selection
- Review data entry
- Look for archived items
- Contact support
Incorrect Calculations
For calculation issues:
- Verify expense categories
- Check property assignments
- Review recurring items
- Validate manual entries
- Compare to bank records
Performance Issues
If reports load slowly:
- Reduce date range
- Filter by property
- Use summary views
- Clear browser cache
- Try off-peak hours
Report Examples
Monthly P&L Summary
PROPERTY: 123 Main Street PERIOD: January 2025
INCOME
Rent Collected $1,200.00
Late Fees $50.00
Other Income $25.00
Total Income $1,275.00
EXPENSES
Maintenance $150.00
Utilities $85.00
Insurance $125.00
Property Tax $200.00
Total Expenses $560.00
NET INCOME $715.00
MARGIN 56.1%Annual Portfolio Summary
PORTFOLIO PERFORMANCE - 2024
Total Properties: 5
Occupied Units: 4 (80%)
Gross Income: $72,000
Operating Expenses: $28,800
Net Operating Income: $43,200
Average ROI: 12.5%Related Guides
Last updated: January 2025