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PMSync Setup for Appfolio (Legacy)

Instructions on how to set up PMSync for Appfolio users

Chris avatar
Written by Chris
Updated over 4 months ago

Note: PMSync is fully retiring on December 31, 2024. After that date you will no longer be able to merge your PMSync data with the directly integrated data coming from your PAS. Please migrate to the AppFolio Direct API integration by that date.

The PMSync AppFolio integration is a LEGACY integration that uses AppFolio's automated reports to sync your property/customer data. We are in the process of releasing a DIRECT integration with AppFolio's API, which is a lot better and will replace this integration long term 🙂 If you have not yet set up this old integration, go here to learn how to set up the direct integration instead.

If you already use the old PMSync AppFolio integration and you want to start using the new direct integration but want to merge your existing AppFolio data from the old integration (PMSync) with the data from the new AppFolio Stack™ integration you can do it using our Merge tool! Find out more about our tool here.

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LeadSimple can sync your Owners, Tenants, Vendors, Properties, and Units from Appfolio, and keep them up to date automatically. To do this, we utilize AppFolio's automated reports. Here's how to set that up.

Step 1: Add new pipelines for your Owners, Tenants, and Vendors.

This step is crucial. You will need separate pipelines for your current owners, tenants, and vendors. You DO NOT want to mix your current owners and tenants with your owner leads and prospective tenants (if you track prospective tenants in LeadSimple), as this will skew your reports and create duplicates.

To add the pipelines you need, click "New Pipeline" under Leads in the lefthand sidebar in LeadSimple. (Note that pipelines are unlimited on the Operations plan.)

Give your pipeline a name (such as PMSync Owners or Appfolio Owners) and save it.

Repeat Step 1 until you have added a new pipeline for "PMSync Owners", "PMSync Tenants", and "Vendors", before moving to the next step.


Step 2: Finish setting up the integration in LeadSimple.

Go to Settings > Integrations > Property Management Software.

Click "Enable this feature if you haven't already.

Then, click "Connect Your Property Management Software".

Next, select the new pipelines you just added for each relationship. Be sure to map your current clients to the "Signed Contract" stage and your past clients/tenants to "Past Client".

Vendors are optional and only need to be mapped to a pipeline and a single stage, typically we map to a won stage/green stage.

Save the integration and move on to step 3!

Step 3: Setup in Appfolio

Navigate to the reports section in your Appfolio account.

Report #1: Tenant Directory

Navigate to the Tenant Directory report in Appfolio.

Set the Tenant Status filter to:

  • Future

  • Current

  • Notice

  • Evict

Set the Columns to:

  • Property

  • Unit

  • Tenant

  • Status

  • Tenant Type

  • Phone Numbers

  • Emails

  • Move-In

  • Lease To

  • Rent

  • Deposit

  • Tenant Tags*

  • Property Name

  • Lease From

  • Last Lease Renewal

  • Move-out

*Note that LeadSimple currently does not have the ability to pull over Tenant Tags in the sync.

***If you have ID columns, you can add the following IDs to improve the accuracy of the sync and ensures no duplicates will be created. Property ID, Occupancy ID, Unit ID, and Tenant ID***

Save the Report Layout:

  1. Click Actions > Save Layout.

  2. Call it PMSync - Tenant Directory

  3. Save it.

Schedule the report to be automatically emailed daily:

  1. Click Actions > Schedule.

  2. Schedule Name: PMSync - Tenant Directory

  3. Make sure to select CSV as the format (see below)

  4. Recipients: <Enter the pmsync.io email address from LeadSimple> (Note that right-clicking will not allow you to paste. You must use Control < V to paste.)

  5. Message: Tenant directory (this doesn't matter but expects some text to be entered)

  6. Frequency: Change the frequency of the report from "Weekly" to "Daily"

Note: you can find the pmsync.io email address by clicking the link below on the PMSync setup page in LeadSimple.

A note about Applicants:

Note that PMSync currently only syncs over tenants in the future status, not applicants. If you would like to have applicants and tenant inquiries also come into LeadSimple automatically, follow the additional instructions in this help doc.

Report #2: Property Directory

Navigate to the Property Directory report in Appfolio and click Customize:

Set the Columns to:

  • Property

  • Property Name

  • Property Street Address 1

  • Property Street Address 2

  • Property City

  • Property State

  • Property Zip

  • Portfolio

  • Property Type

  • Year Built

  • Management Start Date

  • Management End Date

  • Management End Reason

    ***If you have ID columns, you can add the following ID to improve the accuracy of the sync and ensures no duplicates will be created. Property ID***

Save the Report Layout:

  1. Click Actions > Save Layout.

  2. Call it PMSync - Property Directory

  3. Save it.

Schedule the report to be automatically emailed daily:

  1. Click Actions > Schedule.

  2. Schedule Name: PMSync - Property Directory

  3. Make sure to select CSV as the format (see below)

  4. Recipients: <Enter the pmsync.io email address from LeadSimple> (Note that right-clicking will not allow you to paste. You must use Control < V to paste.)

  5. Message: Property directory (this doesn't matter but expects some text to be entered)

  6. Frequency: Change the frequency of the report from "Weekly" to "Daily"

Note: you can find the pmsync.io email address by clicking the link below on the PMSync setup page in LeadSimple.

Report #3: Unit Directory

Navigate to the Unit Directory report in Appfolio, and click Customize.

Set the Grouping section to:

  • Do not group rows

Set the Columns to:

  • Unit Name

  • Market Rent

  • Default Deposit

  • Sqft

  • Bedrooms

  • Bathrooms

  • Property

  • Property Name

  • Unit Street Address 1

  • Unit Street Address 2

  • Unit City

  • Unit State

  • Unit Zip

    ***If you have ID columns, you can add the following IDs to improve the accuracy of the sync and ensures no duplicates will be created. Property ID and Unit ID***

Save the Report Layout:

  1. Click Actions > Save Layout.

  2. Call it PMSync - Unit Directory

  3. Save it.

Schedule the report to be automatically emailed daily:

  1. Click Actions > Schedule.

  2. Schedule Name: PMSync - Unit Directory

  3. Make sure to select CSV as the format (see below)

  4. Recipients: <Enter the pmsync.io email address from LeadSimple> (Note that right-clicking will not allow you to paste. You must use Control < V to paste.)

  5. Message: Unit directory (this doesn't matter but expects some text to be entered)

  6. Frequency: Change the frequency of the report from "Weekly" to "Daily"

Note: you can find the pmsync.io email address by clicking the link below on the PMSync setup page in LeadSimple.

Report #4: Owner Directory

Set the Columns to:

  • Name

  • Phone Numbers

  • Email

  • Properties Owned

  • Street Address 1

  • Street Address 2

  • City

  • State

  • Zip

    ***If you have ID columns, you can add the following IDs to improve the accuracy of the sync and ensures no duplicates will be created. Property Owned IDs and Owner ID***

Save the Report Layout:

  1. Click Actions > Save Layout.

  2. Call it PMSync - Owner Directory

  3. Save it.

Schedule the report to be automatically emailed daily:

  1. Click Actions > Schedule.

  2. Schedule Name: PMSync - Owner Directory

  3. Make sure to select CSV as the format (see below)

  4. Recipients: <Enter the pmsync.io email address from LeadSimple> (Note that right-clicking will not allow you to paste. You must use Control < V to paste.)

  5. Message: Owner directory (this doesn't matter but expects some text to be entered)

  6. Frequency: Change the frequency of the report from "Weekly" to "Daily"

Note: you can find the pmsync.io email address by clicking the link below on the PMSync setup page in LeadSimple.

Report #5: Vendor Directory (Optional)

Navigate to the Vendor Directory report in Appfolio and click Customize.

Set the Columns to:

  • Company Name

  • Name

  • Phone Numbers

  • Email

  • Contract Expiration

  • Street Address 1

  • Street Address 2

  • City

  • State

  • Zip

    ***If you have ID columns, you can add the following ID to improve the accuracy of the sync and ensures no duplicates will be created. Vendor ID***

Save the Report Layout:

  1. Click Actions > Save Layout.

  2. Call it PMSync - Vendor Directory

  3. Save it.

Schedule the report to be automatically emailed daily:

  1. Click Actions > Schedule.

  2. Schedule Name: PMSync - Vendor Directory

  3. Make sure to select CSV as the format (see below)

  4. Recipients: <Enter the pmsync.io email address from LeadSimple> (Note that right-clicking will not allow you to paste. You must use Control < V to paste.)

  5. Message: Vendor directory (this doesn't matter but expects some text to be entered)

  6. Frequency: Change the frequency of the report from "Weekly" to "Daily"

Note: you can find the pmsync.io email address by clicking the link below on the PMSync setup page in LeadSimple.

Report #6: Delinquency

Navigate to the Delinquency report in Appfolio and click Customize.

Set the Grouping section to:

  • Do not group rows

Set the Tenant Filters section to:

  • Current

  • Notice

  • Evict

Set the Columns to:

  • Name (this is typically included in the report by default, so if you don't see it as an option, you won't need to select it)

  • Unit

  • Phone Numbers

  • Move In

  • Amount Receivable

  • Primary Tenant Email

  • Property

  • Delinquent Rent

    ***If you have ID columns, you can add the following IDs to improve the accuracy of the sync and ensures no duplicates will be created. Occupancy ID and Unit ID***

Save the Report Layout:

  1. Click Actions > Save Layout.

  2. Call it PMSync - Delinquency

  3. Save it.

Schedule the report to be automatically emailed daily:

  1. Click Actions > Schedule.

  2. Schedule Name: PMSync - Delinquency

  3. Make sure to select CSV as the format (see below)

  4. Recipients: <Enter the pmsync.io email address from LeadSimple> (Note that right-clicking will not allow you to paste. You must use Control < V to paste.)

  5. Message: Delinquency report (this doesn't matter but expects some text to be entered)

  6. Frequency: Change the frequency of the report from "Weekly" to "Daily"

Note: you can find the pmsync.io email address by clicking the link below on the PMSync setup page in LeadSimple.

Step 4: Set the Integration Live!

And finally, navigate back to LeadSimple > Settings > Integrations > Property Management Software, and click on "sync now" to begin synchronization.

Note that it will say "Data not Importing - Set Up Required" until the first report comes in from Appfolio tomorrow morning.

Congratulations, you're finished!

If you've followed these instructions, the first report from Appfolio will be emailed automatically tomorrow morning, and shortly after that will be synced with your LeadSimple account. The sync will occur automatically going forward, and changes will be reflected in your account.

If you have any questions related to this, please contact support@leadsimple.com, and we'll be happy to assist you.

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