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Migration · RealPage to Entrata
At enterprise multifamily scale the migration stops being a data problem and becomes a sequencing problem. The records themselves are structured and well-behaved. What's hard is that you have dozens of properties, several RealPage modules bolted together over a decade, and no weekend where all of them are quiet at the same time.
This is a Complex-tier engagement in essentially every case, and the parallel-run period is not optional padding — it is the mechanism that lets a portfolio this size move without a reporting blackout.
Both systems are enterprise platforms with structured data models and real export facilities, which makes the raw extraction more tractable than the mid-market pairs on this page. The complication is module sprawl: a long-tenured RealPage portfolio typically has resident data in one place, leasing pipeline in another, screening in a third, and revenue management in a fourth — each with its own export path and its own contractual access terms. The assessment maps which modules you actually hold rights to extract from, because that determines the shape of the whole engagement.
Each of these gets its own record count in the assessment and its own line in the reconciliation report. Depth of history is a scope decision made with real numbers in front of you, not an assumption baked into a quote.
Portfolio and property hierarchy
The full structure — ownership entities, portfolios, properties, buildings, units, and unit types. This gets built and validated before anything else, because every other object hangs off it.
Residents and lease history
Current and prior residents, lease terms, renewals, transfers between units, and the occupancy history that portfolio-level reporting is computed from.
Resident ledgers and balances
Charges, payments, credits, concessions, and current balances, reconciled property by property rather than only in portfolio aggregate.
Security deposits and concessions
Held deposits with their interest-bearing designation, plus concession structures and their remaining amortization — the latter is routinely missed and it changes reported revenue.
Leasing pipeline
Guest cards, applications in flight, and prospect history, so the leasing team does not lose their working funnel on cutover weekend.
Vendors, payables, and purchase orders
Vendor master with 1099 data, open payables, and open purchase orders across the portfolio.
Work orders and unit turn history
Open work orders and make-ready status always, closed history to an agreed depth.
Documents and attachments
Executed leases, addenda, renewals, notices, and inspection records, remapped to the correct resident, unit, and property.
Written down before you spend anything, because the alternative is finding out in week six. This list is specific to RealPage to Entrata; the assessment turns it into your list, with record counts attached.
— Screening and background-check results. These are regulated consumer-report data with their own retention and permissible-purpose rules, and they are generally neither portable nor appropriate to port. Screening is re-established on the Entrata side as a new relationship.
— Revenue management pricing history. The recommendations and the model state behind them are proprietary to the system that produced them. Current pricing carries; the history of how it was derived does not.
— Full general-ledger transaction detail as like-for-like history. Balances carry forward, RealPage stays read-only for prior-period reporting, and your accounting team plans a clean period break. This is the normal outcome at this scale, not a failure.
— Custom RealPage reports and dashboards. Rebuilt against Entrata's reporting layer as separately scoped work — at portfolio scale this is often a bigger project than the migration.
— Live integrations: payment processors, utility billing, insurance verification, and the ILS feeds. Historical data migrates; the connections are re-established, and several carry lead times measured in weeks. Sequenced up front.
— RealPage internal record IDs. Entrata issues its own, and at this scale the mapping table is genuinely load-bearing for your BI and data-warehouse layer. I produce it and hand it to you.
None of this is in either vendor's documentation. It is the category of thing that looks fine in a test load and produces a wrong number in month two, which is why the process puts a full sandbox load and a reconciliation you sign in front of any production cutover.
01
Cutover gets staged by property group, not attempted portfolio-wide, and that means running both systems concurrently for a defined window. Which properties move in which wave is decided from your billing calendar and your leasing seasonality, and it goes in the plan before anything starts.
02
Remaining concession value and its amortization schedule change reported revenue if they are carried incorrectly. It is not a field you can map one-to-one; it is a calculation that has to tie out against a RealPage-side control report.
03
A resident who moved from one unit to another inside your portfolio exists as a chain, and a mapping that treats each lease as independent silently destroys the tenure data your retention reporting depends on.
04
At portfolio scale there is almost always a BI layer, a lender reporting pack, or an asset-management feed keyed to RealPage IDs. Those break on cutover unless the mapping table reaches them, which means their owners belong in the mapping review — not in a surprised email afterwards.
01 — 02
A read-only audit of your RealPage instance produces record counts, a risk register, and a fixed quote. Then a field-by-field mapping document you sign before any code runs.
03 — 04
The complete migration runs into a Entrata sandbox — not a sample. You spot-check records you choose, and sign a written reconciliation. If the counts don't tie, we don't cut over.
05 — 06
Scheduled around your calendar with the rollback plan written in advance, followed by 30 days of included corrections for the things that only surface in real use.
Effectively always Complex, and at the upper end of it. Multi-property staging, a parallel-run period, and downstream reporting remediation are the norm rather than the exception at this scale. The assessment is what makes a fixed migration price possible, and its fee is credited toward the migration if you proceed.
Tier
Scope
Price
Migration Assessment
A read-only audit of your source system.
$1,500 – $2,500
Standard Migration
One source system to one destination.
$6,500 – $15,000
Complex / Multi-Entity Migration
Multiple locations, systems, or long history.
$18,000 – $40,000
For a small portfolio, yes. For an enterprise multifamily portfolio, I would advise against it and I would say so before quoting. A parallel run is what lets you discover a reporting discrepancy while you still have both systems to compare, which is the only cheap moment to find one.
By billing calendar and leasing seasonality, not by convenience. Properties with the same billing cycle move together, high-turnover assets avoid peak leasing season, and the first wave is deliberately a small group so the process gets proven on something recoverable.
It gets treated as a first-class deliverable rather than an afterthought. The reporting owners sit in the mapping review, the ID mapping table is delivered to whoever maintains the BI layer, and the parallel-run period exists partly so a reporting pack can be produced from both systems and compared.
Entrata has a conversion process and at this scale you will be working with them regardless. Independent work earns its fee on the RealPage side — extraction across modules, interpreting a decade of portfolio-specific conventions, and owning a reconciliation that is accountable to you rather than to the vendor you are buying from.
The assessment is the read-only audit — what data exists, what is extractable, what will be lost, and a fixed-price quote for the migration itself. It is priced at $1,500 – $2,500 depending on scope, fixed before anything starts, and the report is yours whether or not you go further.
Tell me what you're moving. I read every one of these personally and reply within one business day, usually with a couple of specific questions about your source system — the answers change the price, so it's worth asking early.
Nothing is committed by this form. No payment, no contract, no scheduling sequence. It starts a conversation.
If your destination vendor can handle it, I'll say so. Some conversions genuinely don't need an independent migration.
Standard – Complex
Ledger depth and deposit interest.
Standard
Easy extraction, so scope is the risk.
Every pair
Twenty-odd pairs are written up across seven industries — and the written ones are not the limit of the work. Search the full list, or just ask.
RealPage and Entrata are trademarks of their respective owners. This page describes independent data migration work involving those systems and does not imply any affiliation with, partnership with, or endorsement by either vendor.
Before you give notice on RealPage
The most expensive mistake in this category is losing source-system access before the extraction is done. The assessment is read-only, fixed-price, and yours to keep either way.
I respond personally within 1 business day. No pitch — just a real conversation.