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PMSync Setup for Rentvine (Legacy)
PMSync Setup for Rentvine (Legacy)

Instructions on how to set up PMSync for Rentvine users

Chris avatar
Written by Chris
Updated over 3 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 Rentvine Direct API integration by that date.

LeadSimple can now sync your Owners, Tenants, Vendors, Properties, and Units from Rentvine, and keep them up to date automatically. 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 Rentvine Owners) and save it.

Repeat Step 1 until you have added a new pipeline for "PMSync Owners", "PMSync Tenants", and "PMSync Vendors", before moving to the next step.
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Step 2: Finish setting up the integration in LeadSimple.

Go to Settings > Integrations > Property Management Software.
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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 Rentvine

Navigate to the reports section in your Rentvine account.

Report #1: Tenant Directory

Navigate to the Tenant Directory report in Rentvine.

Click in Customize and set the "Active" field to True

Set the Columns to:

  • Tenant ID

  • Name

  • Active

  • Emails - (Plural as in Emails and NOT Email)

  • Phones - (Plural as in Phones and NOT Phone)

  • Addresses - (Plural as in Addresses and NOT Address)

Click Run Report > Actions > Save:

  1. Call it Sync - Tenants

  2. Save it.

Schedule the report to be automatically emailed daily:

  1. Click Reports > Scheduled Reports > New Scheduled Report.

  2. Schedule Report For: Sync - Tenants (select the custom report you just created)

  3. Scheduled Report Name: Sync - Tenants

  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. Subject & Message: Tenants (this doesn't matter but expect some text to be entered)

  6. Start Date: The next day from when you're setting the report

  7. Repeat Every: 1

  8. Frequency: Day (every 1 day)

  9. Click Add

Once the Scheduled Report is created, you'll need to Add the Saved Tenant Report to the Scheduled Report

  1. Select the Saved Report: Sync - Tenants

  2. Export Type: CSV

  3. Show Header: ✅

  4. Click Update


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

Report #2: Property Directory

Navigate to the Properties report in Rentvine.

Set the Filters to:


Set the Columns to:

  • Property ID

  • Property

  • Property Code

  • Property Type

  • Multi Unit

  • Units

  • Active

  • Portfolio ID

  • Owner Contact IDs

  • Address

  • Address 2

  • City

  • State

  • Postal Code

  • Year Built

  • Owner Contacts

  • Date Contract Begins

  • Date Contract Ends

  • Management Fee Setting

  • Maintenance Limit Amount

  • Reserve Amount

Save the Report Layout:

  1. Click Run Report > Actions > Save.

  2. Call it Sync - Properties

  3. Save it.

Schedule the report to be automatically emailed daily:

  1. Click Reports > Scheduled Reports > New Scheduled Report.

  2. Schedule Report For: Sync - Properties (select the custom report you just created)

  3. Scheduled Report Name: Sync - Properties

  4. To: <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. Subject & Message: Properties (this doesn't matter but expects some text to be entered)

  6. Start Date: The next day from when you're setting the report

  7. Repeat Every: 1

  8. Frequency: Day (every 1 day)

  9. Click Add

Once the Scheduled Report is created, you'll need to Add the Saved Tenant Report to the Scheduled Report

  1. Select the Saved Report: Sync - Properties

  2. Export Type: CSV

  3. Show Header: ✅

  4. Click Update

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 Units report in Rentvine.
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Set the Grouping section to:

  • No Grouping
    ​

Set the Columns to:

  • Unit ID

  • Property ID

  • Portfolio ID

  • Unit

  • Unit Code

  • Property

  • Property Code

  • Address

  • Address 2

  • City

  • State

  • Postal Code

  • Market Rent

  • Market Deposit

  • Beds

  • Full Baths

  • Half Baths

Save the Report Layout:

  1. Click Run Report > Actions > Save.

  2. Call it Sync - Units

  3. Save it.

Schedule the report to be automatically emailed daily:

  1. Click Reports > Scheduled Reports > New Scheduled Report.

  2. Schedule Report For: Sync - Units (select the custom report you just created)

  3. Scheduled Report Name: Sync - Units

  4. To: <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. Subject & Message: Units (this doesn't matter but expects some text to be entered)

  6. Start Date: The next day from when you're setting the report

  7. Repeat Every: 1

  8. Frequency: Day (every 1 day)

  9. Click Add

Once the Scheduled Report is created, you'll need to Add the Saved Tenant Report to the Scheduled Report

  1. Select the Saved Report: Sync - Units

  2. Export Type: CSV

  3. Show Header: ✅

  4. Click Update

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

Navigate to the Owners report.

Set the Columns to:

  • Owner ID

  • Name

  • Tax Payer Name

  • Emails - (Plural as in Emails and NOT Email)

  • Phones - (Plural as in Phones and NOT Phone)

  • Addresses - (Plural as in Addresses and NOT Address)

  • Primary Email - (Select the singular Email if you do not see "Primary Email")

  • Primary Phone - (Select the singular Phone if you do not see "Primary Phone")

  • Primary Address - (Select the singular Address if you do not see "Primary Address")

  • Payout Type

  • Hold Payments

Save the Report Layout:

  1. Click Run Report > Actions > Save.

  2. Call it Sync - Owners

  3. Save it.

Schedule the report to be automatically emailed daily:

  1. Click Reports > Scheduled Reports > New Scheduled Report.

  2. Schedule Report For: Sync - Owners (select the custom report you just created)

  3. Scheduled Report Name: Sync - Owners

  4. To: <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. Subject & Message: Owners (this doesn't matter but expects some text to be entered)

  6. Start Date: The next day from when you're setting the report

  7. Repeat Every: 1

  8. Frequency: Day (every 1 day)

  9. Click Add

Once the Scheduled Report is created, you'll need to Add the Saved Tenant Report to the Scheduled Report

  1. Select the Saved Report: Sync - Owners

  2. Export Type: CSV

  3. Show Header: ✅

  4. Click Update

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

Report #5: Leases

Navigate to the Leases report in Rentvine.
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Set the Columns to:

  • Lease ID

  • Unit ID

  • Property ID

  • Tenant IDs

  • Property

  • Property Code

  • Unit

  • Unit Code

  • Lease Status

  • Tenants

  • Actual Rent

  • Security Deposit

  • Portfolio

  • Property Manager

  • Start Date

  • End Date

  • Move In Date

  • Move Out Date

  • Expected Move Out Date

  • Notice Date

  • Closed Date

  • Closed Description

  • Late Fee Setting

  • Is Late Fees Active

Save the Report Layout:

  1. Click Run Report > Actions > Save.

  2. Call it Sync - Leases

  3. Save it.

Schedule the report to be automatically emailed daily:

  1. Click Reports > Scheduled Reports > New Scheduled Report.

  2. Schedule Report For: Sync - Leases (select the custom report you just created)

  3. Scheduled Report Name: Sync - Leases

  4. To: <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. Subject & Message: Leases (this doesn't matter but expects some text to be entered)

  6. Start Date: The next day from when you're setting the report

  7. Repeat Every: 1

  8. Frequency: Day (every 1 day)

  9. Click Add

Once the Scheduled Report is created, you'll need to Add the Saved Tenant Report to the Scheduled Report

  1. Select the Saved Report: Sync - Leases

  2. Export Type: CSV

  3. Show Header: ✅

  4. Click Update

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

Report #6: Lease Balances

Navigate to the Lease Balances report in Rentvine.
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​

Confirm that the filters are set as follows:

Set the Columns to:

  • Lease ID

  • Unit

  • Unit Code

  • Start Date

  • End Date

  • Is Unit Active

  • Lease Status

  • Property Manager

  • Portfolio

  • Tenants

  • Actual Rent

  • Past Due Rent

  • Total Past Due

Save the Report Layout:

  1. Click Run Report > Actions > Save.

  2. Call it Sync - Lease Balances

  3. Save it.

Schedule the report to be automatically emailed daily:

  1. Click Reports > Scheduled Reports > New Scheduled Report.

  2. Schedule Report For: Sync - Lease Balances (select the custom report you just created)

  3. Scheduled Report Name: Sync - Lease Balances

  4. To: <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. Subject & Message: Lease Balances (this doesn't matter but expects some text to be entered)

  6. Start Date: The next day from when you're setting the report

  7. Repeat Every: 1

  8. Frequency: Day (every 1 day)

  9. Click Add

Once the Scheduled Report is created, you'll need to Add the Saved Tenant Report to the Scheduled Report

  1. Select the Saved Report: Sync - Lease Balances

  2. Export Type: CSV

  3. Show Header: ✅

  4. Click Update

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

Report #7: Vendors

Navigate to the Vendors report in Rentvine.
​

Confirm that the filters are set as follows:

Set the Columns to:

  • Vendor ID

  • Name

  • Vendor Type

  • Emails - (Plural as in Emails and NOT Email)

  • Phones - (Plural as in Phones and NOT Phone)

  • Addresses - (Plural as in Addresses and NOT Address)

  • Primary Email - (Select the singular Email if you do not see "Primary Email")

  • Primary Phone - (Select the singular Phone if you do not see "Primary Phone")

  • Primary Address - (Select the singular Address if you do not see "Primary Address")

  • Payout Type

  • Hold Payments

  • Liability Insurance Expires

  • Workers Comp Insurance Expires

  • Discount Percent

  • Discount Grace Days

  • Tax Payer Name

  • Tax Form

Save the Report Layout:

  1. Click Run Report > Actions > Save.

  2. Call it Sync - Vendors

  3. Save it.

Schedule the report to be automatically emailed daily:

  1. Click Reports > Scheduled Reports > New Scheduled Report.

  2. Schedule Report For: Sync - Vendors (select the custom report you just created)

  3. Scheduled Report Name: Sync - Vendors

  4. To: <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. Subject & Message: Vendors (this doesn't matter but expects some text to be entered)

  6. Start Date: The next day from when you're setting the report

  7. Repeat Every: 1

  8. Frequency: Day (every 1 day)

  9. Click Add

Once the Scheduled Report is created, you'll need to Add the Saved Tenant Report to the Scheduled Report

  1. Select the Saved Report: Sync - Vendors

  2. Export Type: CSV

  3. Show Header: ✅

  4. Click Update

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

Congratulations, you're finished!

If you've followed these instructions, the first report from Rentvine 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.
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Note: We try pulling updated data every hour. That said, we depend on Rentvine actually sending us the reports. Unfortunately, at this time we don't have a way to figure out when will they send the reports to us. If you need to update the data urgently try emailing the reports manually to the integration email, this will update the data in LeadSimple within a couple of minutes.

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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