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AppFolio Reports & Letters Webinar

Introduction

Mohamed Hussein, Stanton Huffman, Zackary Naas, Todd Smith

Presentation Team

Approximately 45 MinWebinar Length

AppFolio Reports & Letters FeaturesContent

Please ask questions anytime!

Use the Questions section

of the GoToWebinar panel

On right of desktop

Agenda

Reports Overview

• Running & Filtering a Report• Customizing & Saving Reports• Sending a Report• Owner Reporting• Top Favorite Reports• A Few Tips & Tricks

Letters Overview• Letters Overview• Editing & Creating Letters• Sending Letters• Specialized Letters• A Few Tips & Tricks

Polling Feedback

How familiar are you with the reports feature?

• Experienced: Know most all reports, run and customize

• Moderate: Used some reports, know a bit about customization

• Getting Started: Not used reports, don't know customization

Polling Feedback

How familiar are you with letters?

• Experienced: Send letters regularly, have custom letters

• Moderate: Sent a few letters, haven’t customized

• Getting Started: Have not sent or customized letters

Reports

Discussion

Tip….the best way to know what is going on

Running & Filtering a Report

• Click report name to run report

• Reports open in a new tab / window

• Reports load filter on open

• Filter options vary by report

• Click “Filter” when ready to generate the report

Exporting a Report

• Click the “Export” button at top of report

• Select Location to Store

• Open in Excel or other .CSV capable application

• Edit, customize, chart, graph, analyze

Sending a Report

• Click the “Email” button at top of report

• Add Recipients

• Send at a non-editable .PDF or editable .CSV

• Enter comments for body of email

Customizing & Saving Reports

• Click, hold & drag column headers

• Add or remove available columns

• Group report data

• Save report with custom names

Move Columns

Change Columns

Adjust Grouping

Save Custom Report

Owner Reporting

• Send monthly owner reports

• Customize packets on Owner record

• Use the “Send Owner Packets” flow of Reports tab

• Can also use the flow to send individual reports as needed

• All reports also stored and available to owners online in the Owner Portal

• You can view owner portals by clicking “Manage Owner Portal” on Owner record

Team Favorite

Reports

Owner Statement

Primary summary report to

provide to owners

End of each month in Owner

Packet

Ensure report is set as the first

report on the owner packet

configuration

Lease Expiration Detail by Month

At a glance view of lease expirations by month

Middle of each month

Use this report to plan when to send lease renewal notice and run rent increase function

Bank Account Activity

Report of all activity for the selected bank account

Middle and end of each month

Tells you how much money you have available in your bank account

General Ledger

Primary report to summarize all

financial transactions by GL

account

End of each month and as needed

Displays full financial detail. Use

to navigate to transactions,

view timestamps, and find

reversed items

Trust Account Balance

Report of all trust account current balances

Middle of each month

Review prior to end of month and ensure balances are accurate for tenants moving out

Bill Detail

Detailed listing by GL account of open bills in the system

Prior to doing bill pay function

Use this as a fast way to find bills, paid or unpaid.

Check Register Detail (Enhanced)

Detail listing of all check activity

End of month

Use this to review checks and ACH Batches during bank reconciliation

Charge Detail

Detail listing of all charges and credits in the system by property

Middle of the month

Use to find charges and receipts with conflicting dates

Deposit Register

Detailed listing of all deposits in the system

End of month

Troubleshoot adjusted cash balance mismatches

Financial Diagnostic

Specialized diagnostic report to help identify possible issues or discrepancies

Prior to doing end of month activity

Ensures your liabilities and cash are all in balance

Tips & Tricks

• Use “Dynamic Date Range” date option to enable “rolling date range” reports

Tips & Tricks

• Monitor Vendor performance and support resident retention

Group by Vendor – review complete time

Tips & Tricks

• Track and monitor occupancy %

- Group by BD/BA or Sqrft or Status- Occupancy % for every group!

Take Action!

• Take 10 minutes to review all reports, note ones for investigation

• Customize and Save your favorite reports for frequent ease of use

Reports

Letters

Discussion

Editing & Creating Letters

• Basic portfolio of letters provided

• Feel free to edit and customize any letter

• Create your own letters

• Use Mail Merge fields to add personalization

Some Initial Letters Provided

Edit and customize as desired

Create your own letters

Sending Letters

• Great for communications with Tenants, Owners and Vendors

• Can be sent by either printing and mailing or email

• Copy of letter attached to the individuals record

Filter for desired recipients

Send as email or print and mail

Copies attached to their record

Specialized Letters

• 3 Day Notices

• Send Owner Packets

• Tenant Unpaid Charges

• Owner Portal Announcement

• Tenant Portal Activation

Take Action!

• Review and edit as needed all provided boilerplate emails

• Add all your own letters

• Manage all formal communications through AppFolio to keep as part of the record

Letters

Closing

Summary

Reports Overview

• Running & Filtering a Report• Customizing & Saving Reports• Sending a Report• Owner Reporting• Top Favorite Reports• A Few Tips & Tricks

Letters Overview• Letters Overview• Editing & Creating Letters• Sending Letters• Specialized Letters• A Few Tips & Tricks

Polling Feedback

When will you start increasing use of these features?

• Today

• This Week

• This Month

• Not Sure

Where to Go For Help

Click the Help & Training link at the top right of the page

1. Search the Help

2. Check the Community

3. Submit a Request

Thank You