Entrata to Power BI, done for you
Occupancy and availability, unit-level rent roll and loss to lease, delinquency aging, renewal conversion, work orders and NOI by property — modelled out of your own Entrata data by a senior US-based engineer, then kept refreshing on a schedule. Prepaid hours, no contracts, most builds in 3–5 business days.
Representative dashboard — sample data
Built around your Entrata data
Entrata is a single-platform system: leasing, resident, accounting and facilities data all live in the same product, which is exactly why operators expect portfolio reporting to be easy and are surprised when it is not. The reporting is there; what is missing is a model you own, where economic occupancy, loss to lease, renewal conversion, turn performance and NOI by property are calculated once, your way, and drill from the portfolio down to a single unit.
Getting the data out is the part that decides the project. Entrata publishes a documented v1 web-service API, offers Data Share for operators who want their data replicated into a warehouse, and can deliver scheduled report exports — and which of those is available to you is a line in your agreement, not a technical detail. Power BI ships no first-party Entrata connector, so that route is settled first and everything else is designed around it.
Views we build from Entrata data
Buy a block of prepaid Flex hours and, if you're unhappy within the first 4 hours, we refund you in full — no questions asked. Hours are deducted only for work you've reviewed and approved, there's no project minimum, and your banked hours never expire.
Why Entrata operators call us
You describe the reporting; a senior engineer models your real property codes, floor plans, charge codes and lease terms behind it.
Data Share, the v1 API and scheduled exports each support a different refresh design and a different level of history. We establish what your Entrata agreement actually entitles you to, pick a supported route, and put it in the scope estimate before an hour is spent.
Because Entrata holds leasing, resident ledgers, accounting and facilities in one platform, the model can put renewal conversion next to delinquency and work-order backlog next to turn cost — questions that normally need three systems reconciled first.
Economic occupancy, net effective rent and bad debt mean slightly different things at every operator. We write the DAX measures to match how your asset management team already reports, so the dashboard survives its first review meeting.
Most operational reporting is a snapshot as of today. Landing your extract in storage you own lets us keep dated snapshots, so occupancy, delinquency aging and renewal conversion can be trended over quarters instead of rebuilt from saved spreadsheets.
A rate-limited API and a nightly replication feed do not support the same refresh cadence. We design the schedule around the route you have, monitor it, and fix breakages from your banked hours — the part connector tools leave to you.
Buy a block of Flex hours, get a scope and hours estimate before any work, and hours deduct only for builds you approve. No project minimum, no retainer, full refund inside the first 4 hours if you're unhappy.
It is a model built around your portfolio rather than a template dropped on top of it. We land your properties, units, floor plans, leases, residents, ledger and AR transactions, general ledger rows, leasing activity and work orders into a semantic model — the single, reusable data model behind a Power BI report — write the DAX measures that define occupancy, delinquency and NOI the way your business defines them, then maintain that model as properties are acquired, sold and rebranded.
The work usually starts with a definition argument rather than a technical one. Physical occupancy counts occupied units; economic occupancy compares collected rent to gross potential rent; the gap is where concessions, non-revenue units and bad debt hide. Once those measures are agreed and written once, every page inherits them, and the regional, asset management and accounting versions of the same number stop diverging.
Entrata's data is organised into web services and report feeds by subject area, and a portfolio report needs a specific handful of them rather than everything. The table below maps the areas we normally pull, what each one carries, and what it becomes in the model — which is also the checklist we work through when scoping, because a missing entity is what turns a three-day build into a three-week one.
| Entrata data area | What it carries | What it becomes in the model |
|---|---|---|
| Properties | Property records, addresses, ownership and entity codes, unit counts | The portfolio dimension every page slices by, and the join to budget and ownership |
| Units & floor plans | Unit records, floor plan and unit type, market rent, availability and status | Unit-level rent roll, availability, and loss to lease by floor plan |
| Leases | Lease terms, start and end dates, rent and concessions, renewal offers and status | Expiration exposure by month, renewal conversion, and net effective rent |
| Residents & applicants | Resident and applicant records, move-in and move-out dates, leasing pipeline | Turnover, the leasing funnel, and the resident dimension behind delinquency |
| AR & resident ledger | Charges, payments, credits and write-offs against the resident ledger | Delinquency aging buckets, collections rate, and bad debt |
| General ledger & budget | GL transactions by account and property, plus budget rows where you keep them in Entrata | NOI by property against budget, drillable to the ledger line |
| Maintenance work orders | Work orders, categories, assignment, status and completion dates | Backlog, time to complete, make-ready progress, and cost per unit turned |
| Reports feed | Standard Entrata reports requested programmatically and returned as data | A fallback source where a subject area has no clean entity-level route |
There are three realistic routes and they are not interchangeable. Entrata Data Share replicates your data into a database or warehouse you control. The documented v1 web-service API exposes the subject areas above to an integration user's credentials. Scheduled report exports deliver standard reports to a location you own. What is available depends on your agreement, so we confirm entitlement first.
The practical differences matter more than the marketing ones. The API is paginated and rate limited, and larger report requests are commonly returned through a queue you poll rather than in the first response — which is why we stage an extract into storage you own instead of pointing a Power BI dataset straight at it. Where the landing store is a database, Power BI's documented SQL Server connector (opens in new tab) is the cleanest path, and if that database sits on your own network we configure Microsoft's on-premises data gateway (opens in new tab) so scheduled refresh can reach it. Shaping leases, ledgers and work orders into something that answers portfolio questions is the same discipline covered on our data modeling & DAX page.
| Route | What you get | Refresh design | When it fits |
|---|---|---|---|
| Entrata Data Share | Your Entrata data replicated into a database or warehouse you control | Power BI reads the warehouse on a normal schedule; history is retained by you | Larger portfolios, and anyone who wants trended history and other sources alongside |
| Documented v1 API | Entity-level access to properties, units, leases, residents, AR, GL and work orders | Staged pull on a schedule into storage you own, then refresh from there | Focused reporting, or a first build before a warehouse exists |
| Scheduled report exports | Standard Entrata reports delivered as files to a location you own | Refresh follows the delivery schedule; grain is fixed by the report layout | A dependable interim route when API or Data Share access is not yet in place |
| A warehouse you already run | Entrata data that already lands beside your other systems | Direct scheduled refresh, gateway only if the store is on your network | Operators with a data team who want reporting, not plumbing |
Entrata's report library and BI features cover a great deal of standard ground, and for day-to-day site and regional questions they answer well. Two limits come up repeatedly: the reporting describes Entrata's model of your data in Entrata's layout, and it can only see data held in Entrata. Budgets kept elsewhere, an acquisition still on another platform, CapEx trackers and owner targets stay outside it.
A semantic model in your own tenant is what closes both gaps. Your measures are the definitions, non-Entrata sources sit in the same model, and the report is a Power BI asset your team can extend — including row-level security so an owner or joint-venture partner sees only their properties, which we cover step by step in our guide to setting up row-level security in Power BI.
We focus on the measures a portfolio report normally cannot assemble in one place: physical against economic occupancy by property; unit-level rent roll with market rent, in-place rent and loss to lease; concession exposure and net effective rent; renewal offers, conversion and expiration exposure by month; delinquency aging and bad-debt write-offs; move-ins, move-outs and turnover; work-order backlog and make-ready time; and NOI by property against budget.
The value is almost always in the comparison and the trend. One property's delinquency number decides nothing; the same number ranked against thirty other properties, split by unit type and trended over eight quarters changes a staffing or collections call. We scope only the pages you need, so a first engagement stays testable instead of becoming a data programme.
You buy prepaid Flex hours that never expire: Starter $2,500, Growth $4,600, or Power $8,000, with hourly rates from $100 on the largest block. A first build covering occupancy, rent roll and loss to lease, delinquency aging and NOI by property typically fits inside one block. There is no project minimum and no retainer — refill only when you are ready for more.
Before any work starts you get a scope and hours estimate, and hours deduct only for builds you approve. That keeps a first engagement small and testable while the data-access route is still being confirmed against your Entrata agreement. If you are building an internal budget, our guide to Power BI dashboard development cost breaks down what drives the number, and how prepaid Flex hours work covers the model in full.
Once you approve the scope estimate, most builds ship in 3–5 business days, senior-led from start to finish. We then set the dataset to scheduled refresh so occupancy, delinquency, renewals and NOI update on their own — which means nobody is exporting a rent roll on the first Monday of the month to make the asset management meeting work.
Turnaround depends on scope and on how quickly the access route is confirmed. Microsoft's documented data refresh limits (opens in new tab) apply: Power BI Pro supports up to eight scheduled refreshes per day, with more frequent options on higher tiers. We set the cadence to match your reporting rhythm and the route's own limits, monitor it, and fix breakages from your banked hours.
It fits multifamily owners, regional managers, asset managers and controllers running Entrata with no in-house BI team — particularly anyone who has worked through the standard reports and concluded they need their own model rather than another report. If your portfolio runs on a different platform, start elsewhere: our RealPage Power BI dashboard page covers the OneSite, AIM and Data Exchange routes, Yardi Voyager Power BI dashboard covers Voyager's data-access options, smaller residential operators on AppFolio face a plan-tier API question first on our AppFolio Power BI dashboard page, and Buildium portfolios need the extract landed in a warehouse before Power BI reads it, which our Buildium Power BI dashboard page works through route by route.
If your question is broader than one platform — mixed residential and commercial operations, or several systems at once — Power BI for property management is the platform-agnostic view, and fund, owner and investor reporting across asset classes sits on our Power BI for real estate page. Here, the focus stays on your Entrata data and how it gets out. Contact is form-only — send your request and we'll reply with a scope estimate.
business days, typical
hours, never expire
own everything
A first Entrata dashboard usually fits inside one Flex block, and hours deduct only for work you approve. See Flex pricing →
How it works
Tell us your property list, whether you hold Data Share or API access, and the pages you need. We map your setup and reply with a scope and hours estimate — including the confirmed extraction route — before any work begins.
A senior US-based engineer stages your Entrata data through the agreed route, builds the unit-level semantic model and DAX, and validates occupancy, rent roll and NOI totals against the reports your team already trusts — most focused builds in 3–5 business days.
We publish to your workspace, set scheduled refresh around the route's limits, configure row-level security where owners or partners need their own view, and hand over the report and credentials. You own everything; we maintain it from your banked hours.
Representative perspective
Everything was already in one system, so nobody could explain why the monthly pack still took a week of exports. Having the data land somewhere we own, with our own definitions on top, ended that.Controller, multifamily owner-operator
Representative perspective
We could see renewal offers and we could see delinquency, just never on the same page across the portfolio, trended. Putting them together changed which renewals we chase first.Regional manager, apartment portfolio
Tell us your property list and the pages you need. We'll scope the task — including the right extraction route — and tell you the hours before any work begins, drawn from prepaid Flex hours that never expire, with no project minimums and no obligation.
FAQ
Three routes are realistic: Entrata Data Share, which replicates your data into a database or warehouse you control; the documented v1 web-service API, called with credentials issued to an integration user; and scheduled report exports delivered to a location you own. Which routes are open to you depends on your Entrata agreement, so we confirm entitlement before designing around one.
It can call it, but we rarely design that way for a portfolio. The v1 API is paginated and rate limited, and larger report requests are commonly returned through a queue you poll rather than in the first response. A staged pull into storage you own, refreshed on a schedule, is far more dependable than a live query from a dataset.
Entrata reports on Entrata's model of your data, in Entrata's layout, and only on data held in Entrata. We build a semantic model you own, where your definitions of economic occupancy, net effective rent and bad debt are the measures, budget and non-Entrata sources sit alongside, and the report opens in your own Power BI tenant.
The ones that carry the economics: properties and units, floor plans and availability, leases and lease terms, residents and applicants, ledger and AR transactions, general ledger and budget rows, leasing activity, and maintenance work orders. Those become the dimension and fact tables behind occupancy, delinquency, renewal, turn and NOI reporting.
Yes. Whichever route your data takes, we set scheduled refresh so occupancy, delinquency, renewals and NOI update without anyone exporting a report, within Microsoft's documented Power BI refresh limits of up to eight refreshes per day on Pro. If the landing database sits on your own network, we configure the on-premises data gateway too.
No. We are an independent US-based Power BI service and claim no Entrata or Microsoft partnership. We work only through supported, documented routes into data you already own, on Microsoft's Power BI platform. Our engineers are Microsoft-certified, and we do not overstate the relationship with either vendor.
Book a free demo
Tell us the task. We scope it, you approve, and a senior consultant delivers — typically in 3–5 business days. Prepaid hours that never expire.
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