One book of record
The separate property ledger is retired after cutover.
Compare · Switching From Yardi
Switching from Yardi to RIOO on NetSuite
Switching from Yardi Voyager or Yardi Breeze to RIOO means moving property operations onto your NetSuite account: units, leases, tenants, balances and deposits become NetSuite records, and the separate Yardi ledger is retired. This guide explains when the move makes sense, what migrates, and a phased plan that keeps rent collection uninterrupted.
Switching from Yardi
- ExportProperties, leases, ledgers
- MapCharge codes → items
- LoadOpening balances
- Parallel runOne month-end
- Cut overYardi read-only
Use cases
Why move from Yardi to RIOO on NetSuite?
Moving from Yardi to RIOO puts property management inside the NetSuite account finance already closes. Units, leases, tenants, balances and deposits become NetSuite records, rent and receipts post to the GL as they happen, and the Yardi ledger and its interface to NetSuite are retired, so month-end no longer starts with a reconciliation.
Real-time GL
Charges, receipts and work-order costs post as transactions.
Consolidation
OneWorld subsidiaries, intercompany and currencies for every entity you move.
Controls
NetSuite roles, approvals and system notes on all property activity.
Reporting
SuiteAnalytics on live property and finance data.
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What changes when you leave an older-generation property ledger behind?
With an older-generation property ledger, data lives in its own database and reaches the ERP through journal imports or middleware, add-on modules carry their own data, and reports stitch the systems together. After the move, one NetSuite data model holds the lease and the ledger, with multi-entity, multi-currency and roles built in.
| Area | Before: separate property ledger | After: RIOO |
|---|---|---|
| Trial balances | Two, tied out monthly | One |
| Interfaces | Journal imports or middleware to maintain | None for core records |
| Add-ons | Separate modules and logins | Workflows on NetSuite records |
| Reporting | Combined from two databases | SuiteAnalytics on one dataset |
| Security | Two user and role models | One NetSuite roles model |
| Growth | New entities set up in two systems | A new subsidiary in NetSuite OneWorld |
Checklist
What do you gain by moving off Yardi?
Moving off Yardi gives finance a close from one ledger and gives operations balances that match it. Controllers drill from a P&L line to the lease or work order, accounts payable posts maintenance bills straight to the property, and every acquisition or new entity is set up once, in NetSuite, rather than in two systems.
- No Yardi-to-NetSuite tie-out at month-end
- One interface fewer to monitor and rebuild after upgrades
- Acquired portfolios consolidated straight into NetSuite
- One audit trail for auditors to test
- Property and corporate reporting from the same numbers
When does switching from Yardi make sense?
Switching from Yardi makes sense when the benefit of one ledger outweighs the cost of change. Common triggers include a controller reconciling Yardi to NetSuite every month, consolidating an acquired Yardi portfolio onto NetSuite, or wanting property and corporate finance in one system with shared records and roles.
If you're not planning to run finance on NetSuite, start with a short fit call.
In detail
What data moves from Yardi to RIOO?
Six groups of data move from Yardi to RIOO: property structure, people such as tenants and vendors, active leases and charges, open balances, security deposits and open work. Each set maps to a NetSuite record and is tied to Yardi control totals before cutover.
Source data usually comes from Yardi reports and data exports (rent roll, tenant ledgers, aged receivables, deposits, unit and lease details, GL trial balance by property). ConfirmRIOO migration tooling and services scope
Property structure
Properties, buildings, units, rooms and amenities, mapped to RIOO's hierarchy and to NetSuite subsidiaries, locations or segments.
People
Tenants and occupants become NetSuite customers and contacts; vendors are matched to existing NetSuite vendors to avoid duplicates.
Leases and charges
Active leases with terms, rent schedules, escalations, recurring charges and, for commercial, recovery setups.
Balances
Open tenant balances by charge, prepayments and credits, loaded as opening transactions that tie to Yardi's aged receivables.
Deposits
Security deposits held, with dates and any interest, loaded to the right liability accounts.
Open work
Open service requests, work orders and purchase orders, so nothing in progress is lost.
History
Recent transaction history for context; older history archived as read-only exports for reference and audit.
How it works
What is the step-by-step plan?
The plan runs in six steps: discovery of Yardi modules, add-ons and integrations, design of the mapping to NetSuite, cleaning data in Yardi, a trial load into sandbox tied to control totals, a parallel billing cycle, and cutover at month-end with resident communication.
- 01
Discovery
Inventory Yardi modules, reports, integrations and Yardi add-ons such as resident screening, marketing, procurement or utility billing; agree what replaces each.
- 02
Design
Map entities, properties, charge codes, accounts and roles to NetSuite and RIOO; decide the migration cut-off date.
- 03
Clean
Fix duplicates, closed leases still marked active, unapplied cash and orphan charges in Yardi before export.
- 04
Trial load
Load a full extract into a NetSuite sandbox and tie rent roll, receivables and deposits to Yardi control totals.
- 05
Parallel cycle
Run one billing and collection cycle in both systems and compare invoices, receipts and balances.
- 06
Cutover
Freeze Yardi at month-end, load final balances, switch payment flows and tenant portal access, and communicate to residents and tenants.
- 07
Stabilise
Close the first month in NetSuite, review exceptions, then archive Yardi data and end the licence.
What are the Yardi-specific watch-outs?
The main Yardi-specific watch-out is history: charge codes and property lists often carry years of it. Rationalise charge codes before mapping them to NetSuite items, decide whether Yardi property groups become subsidiaries, locations or segments, and plan tenant communications about portals and autopay early.
Also plan tenant communications early: new portal logins, autopay re-enrolment where payment tokens cannot move between gateways, and updated remittance details. Payment tokens held by one processor usually cannot be transferred, so expect some residents to re-enter payment details. Confirm
What does a cutover checklist include?
A cutover checklist ties each data set to Yardi at cut-off with a named owner: the rent roll for property operations, aged receivables and deposits held for finance, and open work orders for maintenance. Nothing is signed off until counts and totals match.
How long does a switch from Yardi take?
A switch from Yardi usually runs in phases, and its length depends on the number of entities and properties, data quality, commercial complexity, the Yardi modules in use and integrations. Many organisations start with residential or a single region, then move commercial portfolios after their year-end recovery reconciliations.
Phasing by entity, region or asset class reduces risk and lets each wave learn from the last. We agree a plan with dates after discovery, not before. Confirmtypical durations by portfolio size
What does life look like after the switch?
Property managers work in RIOO on NetSuite records. Accounting no longer imports or reconciles a Yardi trial balance. Controllers close from one ledger with drill-down to leases and work orders. Reporting runs on SuiteAnalytics. On riooapp.com RIOO reports $15M+ in annual recurring charges run by fully automated accounting, the kind of work that moves off spreadsheets after a switch.
Further reading: Outgrowing Yardi or AppFolio: migration triggers and how to migrate to NetSuite for real estate.
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How do you get data out of Yardi?
Yardi customers usually extract data through standard reports, custom report exports or database extracts arranged with Yardi, depending on hosting and licence. Plan the extract method early, because it determines how much history and detail you can move into RIOO. ConfirmYardi extract options wording
| Data set | Typical source in Yardi | Lands in RIOO as |
|---|---|---|
| Properties and units | Property and unit lists | Property and unit records |
| Tenants and leases | Tenant and lease reports | NetSuite customers and RIOO leases |
| Recurring charges | Lease charge schedules | Billing schedules |
| Open balances | Aged receivables by tenant | Open invoices |
| Deposits | Deposit reports | Deposit liabilities by lease |
| Vendors | Vendor lists | NetSuite vendors |
| GL balances | Trial balance by property | Opening balances by segment |
Use cases
How do Yardi charge codes map to RIOO?
Yardi charge codes map to RIOO charge types and NetSuite items by group: rent codes, commercial recoveries, fees with local rules, concessions reported separately from gross rent, and utility recharges. Unused codes are left behind and the decision documented, which simplifies reporting after the switch.
Rent codes
Map base rent, parking, storage and pet rent to RIOO charge types and NetSuite items.
Recoveries
Commercial CAM, tax and insurance codes map to recovery pools.
Fees
Late, NSF, application and admin fees map to fee charge types with local rules.
Concessions
Map to concession charge types so gross rent and concessions report separately.
Utilities
Recharge and RUBS codes map to utility charge types.
Retired codes
Leave unused codes behind and document the decision.
What are the riskiest parts of a Yardi migration?
The riskiest parts are commercial recovery setups, which may hold caps, base years and exclusions in configuration rather than reports, affordable housing data tied to compliance modules, and the mapping of the Yardi chart of accounts to your NetSuite chart. Allow extra trial loads for each.
Which properties should move in a later wave?
Move properties that rely on Yardi modules for specialist programmes in a later wave, once a replacement process in RIOO or NetSuite is agreed. Starting with the portfolios that benefit most lets you prove the plan and close a first month on NetSuite before the more specialised properties follow.
How it works
Week-by-week cutover plan
- 01
Two weeks before
freeze configuration changes and confirm final mappings.
- 02
One week before
communicate the switch to residents, tenants and vendors.
- 03
Cutover day
final extract after the last Yardi posting, load and validate.
- 04
Day two
post opening balances and confirm the trial balance by property.
- 05
First week
payments, requests and portals live; daily issue reviews.
- 06
First month-end
close in NetSuite with project support.
Checklist
Post-switch checklist
- Archive Yardi reports needed for audit and history.
- Redirect residents' payment methods and autopay to RIOO.
- Confirm owner and investor reports match the last Yardi period.
- Retire Yardi-to-NetSuite integrations and journals.
- Decommission user access to Yardi on the agreed date.
Which Yardi reports should you archive before switching?
Keep final rent rolls, tenant ledgers, deposit registers, aged receivables, trial balances by property, recovery reconciliations and owner or investor statements for every period you may need for audit, disputes or tax. Store them as PDFs and spreadsheets in a controlled location with a retention date.
Fit
Who is RIOO for, and who is it not for?
RIOO is a property management system built natively on Oracle NetSuite, so the best fit depends mostly on your finance system and the shape of your portfolio. It suits professional operators who want leasing, operations and accounting in one NetSuite ledger, and it is not designed for teams without NetSuite or for very small landlords.
RIOO is a strong fit if
- You run Oracle NetSuite, or are moving to it, as your finance system. RIOO runs inside NetSuite.
- You manage residential, commercial or mixed portfolios across several entities or currencies.
- Finance wants property activity on the general ledger as it happens, with no imports or sync jobs.
RIOO is probably not the right fit if
- You do not use NetSuite and do not plan to. RIOO runs inside a NetSuite account.
- You are an individual landlord or a very small portfolio looking for a low-cost, self-serve app with no ERP. Confirmthreshold
- You need short-term or vacation-rental channel management. Confirmshort-term rental scope
- You are looking for equipment or asset-rental software. RIOO manages real estate, not equipment rentals.
Talk to a specialist
See switching from Yardi on your own portfolio.
This guide explains when the move makes sense, what migrates, and a phased plan that keeps rent collection uninterrupted.
What data can be migrated from Yardi to RIOO?
You can migrate property structure, units, tenants, active leases, recurring charges, open balances, security deposits, open work orders and recent history from Yardi. Older history is usually archived as read-only exports or reports. Every load is tied to Yardi control totals, such as the rent roll and aged receivables, before cutover.
Do we need to keep Yardi after switching?
Usually only for a short overlap and read-only access to history. Once the first months close cleanly in NetSuite and your archived Yardi reports and exports are verified, the Yardi licence can typically end. Check your contract's renewal date and notice period early so the timing matches your cutover plan.
Will residents and tenants notice the switch from Yardi?
Yes, a little. Residents and tenants will see a new portal and may need to re-enrol in autopay, because stored payment details rarely transfer between processors. Clear notices a few weeks ahead, with dates, login instructions and payment steps, plus reminders near the first due date, keep collections steady after leaving Yardi.
Can we migrate from Yardi in phases?
Yes. Moving one entity, region or asset class at a time is common, with Yardi and RIOO running side by side during the transition. Each wave follows the same mapping, trial load, tie-out and parallel-run steps, and commercial portfolios often move after their year-end recovery reconciliations.
Who does the migration work when leaving Yardi?
RIOO and your implementation team handle data mapping, trial and final loads, and tie-outs, while your team provides Yardi exports, cleans data such as duplicate tenants and outdated charge codes, and signs off control totals. Responsibilities for each data set are agreed in the project plan. Confirmservices model
Can we keep read-only access to Yardi after switching?
That depends on your Yardi agreement, hosting arrangement and licence terms, so check them before planning cutover. Many teams keep archived exports and standard reports instead, stored with the property records, which preserves history for audits and disputes without paying for ongoing Yardi access.
Do residents need to re-enrol in autopay?
Usually yes, because stored payment methods are held by the payment provider, not by Yardi, and tokens rarely transfer between processors. Plan clear instructions and reminders before the first rent due date in RIOO, and keep the old payment channel open briefly with clear messaging about when it closes.
Can commercial recoveries be migrated mid-year?
Yes. Commercial recoveries can be migrated mid-year by loading year-to-date estimates billed and actual recoverable costs for each pool, so the year-end reconciliation in RIOO covers the full year. Many teams still prefer moving commercial portfolios after year-end reconciliations to keep the work simpler.
What happens to our Yardi-to-NetSuite journal imports?
Yardi-to-NetSuite journal imports are retired after cutover, because rent, receipts and property costs then post directly in NetSuite as transactions. Keep the final import's balances as part of the cutover tie-out, so the opening position in RIOO matches what the last journal brought into the ledger.
Related
Related to switching from Yardi
