Rent Manager to HubSpot
Property management and accounting platform with leasing, prospects, owner portals, work orders and 450+ reports.
Rent Manager data can move into HubSpot, landing mainly in Sales Hub. 1 of 8 mapped objects move directly (Tenants); 4 items need manual work and 3 do not move. Plan roughly 2-4 weeks for a small move and 10-20 weeks for a large one.
Migration checklist for Rent Manager
Three phases, specific to this system. Tick steps off as you go.
Before
0 of 5 doneDuring
0 of 5 doneAfter
0 of 5 doneWhat will it take?
No price list: cost follows volume, custom objects and how much logic must be rebuilt. Answer four quick questions for a planning range.
The three scenarios
Small migration
<5k contacts, <500 units
CSV from reports; contacts and basic units.
Mid migration
5k-50k contacts, 500-5k units
API extraction and custom objects.
Large migration
50k+ contacts, 5k+ units, multiple entities
Ongoing sync with owner and commercial structures.
What moves the number
Timeline ranges are planning estimates, not a quote. A partner confirms scope after discovery.
Access, mapping and limits
Start with how data leaves Rent Manager: what you need to get in, what lands in HubSpot, and what will not.
REST web API (WAPI12) with read/write access, plus read-only Open Access database views
Company API subdomain (https://{company}.api.rentmanager.com) plus an API token or user credentials.
Choose your route
How will you move the data?
No native connector was found.
- You need: Company API subdomain (https://{company}.api.rentmanager.com) plus an API token or user credentials.
- Permission: To confirm
Native imports often bring over only some data, so check coverage per object in the mapping below.
Export each object, clean it, then import it into HubSpot.
- Web API GET on collection resources such as /Tenants
- Open Access read-only mirrored database views
- 450+ reports exportable, downloadable and emailable
- Report Writer custom reports for property, tenant, prospect, owner, vendor and unit
Limits: To confirm
Migration and sync tools can move more than a plain import. Confirm which objects each one supports before you choose.
Best when volume is high, custom objects are many or automation is heavy. That is the Large scenario: 10-20 weeks, usually phased.
Talk to a partnerWhere each object lands
In Rent Manager
In HubSpot
Hover or tap anything on the left to see where it lands.
| Source object | In HubSpot | Moves | Notes |
|---|---|---|---|
| Prospects / guest cards | Contacts | partial | Prospect Box Score and Report Writer prospect reports exist. Exact API prospect resource not verified. |
| Tenants | Contacts | yes | The /Tenants resource is documented. Tenants can be Contacts, or a Companies record for commercial tenants. |
| Owners | Contacts | partial | Owner records exist, with owner prospects captured via guest cards. Use Contacts or Companies depending on entity type. |
| Properties / units | Custom objects | partial | Properties and units are exposed by the API. HubSpot has no native property object, so a custom object is needed. |
| Leases | Deals | manual | Leases could map to Deals or a custom object. This is an analyst design choice, not a documented path. |
| Work orders | Tickets | partial | Work orders are in the API. Mapping to Tickets is optional and suits a Service Hub scope. |
| Vendors | Companies | partial | Vendors are exposed as an entity in the API. |
| Documents & attachments | Files | manual | Lease files, photos and invoices are listed as stored objects. Bulk extraction is not documented. |
What to expect
Rent Manager is an accounting system of record. HubSpot is not a ledger, so keep it in Rent Manager or an accounting system.
Rent Manager pushes units to ILS platforms. HubSpot has no equivalent, so retain it.
Portal workflows are specific to Rent Manager and are not replicated in HubSpot.
HubSpot has no native property or lease object.
Preserves joins between tenants, units and leases.
The same person can appear in several roles.
Rent Manager automation does not export.
Limit synced fields and set sensitive-data properties.
Confirm API/Open Access entitlement with Rent Manager early.
Keep financials out of scope and import only CRM-relevant summaries.
Use API scripts or a partner integration.
Data governance and compliance
Decide what is allowed to move before anything is exported. Tick each gate once it is agreed.
How we researched this page
How much to trust each section, and where it comes from.
Vendor pages confirm the Web API, Open Access views and report exports. Object-level field mapping to HubSpot, API auth details, rate limits and compliance certifications were not verified. Those sections rest on category-level knowledge. The analyst scope (leads, buyers, sellers, viewings, deals) is sales-CRM terminology. Rent Manager is property-management software, so the mapping is inferred.
Sources
Related migrations
Frequently asked questions
How do I migrate Rent Manager to HubSpot?
1. Confirm API or Open Access entitlement and get the company API subdomain and token. 2. Inventory the entities in scope: prospects, tenants, owners, vendors, units, leases. 3. Decide which roles become Contacts, Companies, Deals or custom objects. 4. Review the Report Writer prospect and owner reports and note custom fields.
What data can move from Rent Manager to HubSpot?
These objects move directly: Tenants. Check the mapping table for partial and manual items.
What does not move from Rent Manager to HubSpot?
Ledger, GL and trust/deposit accounting history, ILS listing syndication and Owner and tenant portal functions (payments, OWA). Plan to rebuild or retire these.
How long does a Rent Manager to HubSpot migration take?
Small (<5k contacts, <500 units): 2-4 weeks. Mid (5k-50k contacts, 500-5k units): 5-10 weeks. Large (50k+ contacts, 5k+ units, multiple entities): 10-20 weeks. These are planning estimates, not a quote.
What access do I need to export from Rent Manager?
Company API subdomain (https://{company}.api.rentmanager.com) plus an API token or user credentials.
What compliance issues apply when moving Rent Manager data?
Check: Financial data (ledgers, deposits, trust accounts), Tenant screening data (credit/background) and Fair housing considerations for prospect data. Agree consent, retention and access rules before exporting.
Moving Rent Manager into HubSpot?
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