A report you never open is not a report — it is a feature nobody uses. The goal here is not to add twelve new habits to your month; it is to run through one focused stack, in the same order, so nothing surprises you. In Tenantivo, every one of these lives under Metrics & Reports, and most can be exported as a PDF from the Download Reports page for your own files or your accountant.
1–3. Rent Roll, Late Rent, and Vacancy
These three reports answer the same underlying question — is money coming in the way it is supposed to — from three angles. Run them together, in this order, at the start of every month.
- Rent Roll — Every occupied unit, its tenant, and its scheduled rent in one list. This is your baseline: before you can spot a problem, you need to know what “normal” looks like across the portfolio.
- Late Rent — Every tenant currently behind, so you can follow up before a small delinquency becomes an eviction conversation.
- Vacancy — Which units are sitting empty right now, and for how long. Vacancy is the most expensive line item in most portfolios, and it is invisible unless you look for it.
All three are available as PDF exports from Metrics & Reports → Download Reports if you want a snapshot to keep or share with a partner.
4–5. Lease Expiration and Failed Payments
Next, look forward and look sideways — forward at leases about to turn over, and sideways at payments that did not clear.
- Lease Expiration — Every lease ending in the next 30–90 days. Renewal conversations and rent adjustments need lead time; this report gives you the runway to have them instead of scrambling in the final week.
- Failed Payments — A leasing and payments report showing declined cards, failed ACH debits, and other payment breakdowns so you can follow up before a failed charge quietly turns into a late-rent problem.
6–7. Income & Expense and Tenant Ledger
Once you know occupancy and collections look right at a glance, drop one level deeper into the actual dollars.
- Income & Expense — Every dollar in and out across the portfolio (or filtered to a single property) for the period. This is your monthly profit-and-loss check, and the fastest way to spot a category that has quietly crept up.
- Tenant Ledger — A per-tenant transaction history: charges, payments, credits, and running balance. When a tenant disputes a balance, this is the report that ends the argument.
8–9. Maintenance Summary and Budget Variance
Operational and budget discipline is where a lot of self-managing landlords fall behind — not because they do not care, but because nobody scheduled a monthly look.
- Maintenance Summary — Open, in-progress, and closed maintenance activity across your properties, including both tenant-submitted requests and internal tickets, so nothing sits forgotten in a queue.
- Budget Variance — Planned income and expense against actuals for the period, showing where you are ahead of or behind budget by category. Pair this with the Budget workspace, where those plan numbers are set in the first place.
10–12. Cap Rate, Cash-on-Cash, and DSCR
The final three are less about catching a problem this month and more about tracking whether the portfolio is still meeting the goals you bought it for. They live on the Metric Reports section of Metrics & Reports, alongside gross and net rental yield, ROI, and break-even ratio.
- Cap Rate — Net operating income against property value; a quick check on how each asset is performing independent of financing.
- Cash-on-Cash Return — Annual cash flow against the actual cash you invested; the number that matters most if you financed the purchase.
- DSCR (Debt Service Coverage Ratio) — Net operating income against debt payments; the metric a lender will ask about the next time you refinance or acquire.
If you have not read Understanding Investment Metrics or Cap Rate vs. Cash-on-Cash vs. DSCR , those two posts cover the formulas behind these numbers in depth.
Two more reports are worth a mention even though they only apply in specific situations: Schedule E and year-end summary exports around tax season for every landlord, and a Rehab Profit report for investors tracking a flip or BRRRR project through Tenantivo’s Rehab Detail workspace.
Running the stack every month
You do not need twelve separate logins or spreadsheets to do this. Everything above lives under one hub in Tenantivo: Metrics & Reports, organized into a left-hand navigation by Transaction, Asset, Tenant, Leasing & Payments, Loan, Contact, Schedule, Maintenance, Document, Rehab, Budget, and Metric Reports categories.
A realistic monthly cadence:
- Open Metrics & Reports on the first business day of the month.
- Run Rent Roll, Late Rent, and Vacancy to confirm the cash-flow baseline.
- Check Lease Expiration and Failed Payments for anything needing follow-up in the next 30 days.
- Review Income & Expense and Budget Variance against your plan.
- Scan Maintenance Summary and Tenant Ledger for anything stuck or disputed.
- Once a quarter, revisit Cap Rate, Cash-on-Cash, and DSCR to confirm the portfolio is still hitting your targets.
For every filter, column, and export option on each of these screens, the Workspace → Reports training page walks through the reports hub and the Download Reports PDF flow in detail.