Find how much you have
Find out which Yardi product you run. Yardi offers two property management platforms, Voyager and Breeze, and sells Voyager by market, such as Residential, Commercial and Affordable Housing. Ask your administrator for the product and version, because the tools below differ between them.
Ask your Yardi administrator for a work order count. Yardi's public pages give no report steps. Its manuals, release notes and tutorials sit in Client Central for licensed clients, and Yardi support helps by phone or email. Ask for work orders created across all properties, all statuses and all dates, split by year.
If you run Voyager 8 multifamily, ask whether Report Builder can do it. Yardi describes it as pulling from property, unit, prospect and resident tables, filtering by property, property list or date range, and saving reports to re-run. Work orders are not on that list, so confirm with Yardi whether your version can report on them or whether a standard maintenance report is the better tool.
If you already license Yardi Replicate or Data Connect, check the copy. Replicate sends raw table-level data from the Voyager database to a destination such as Snowflake, AWS or Azure, and Data Connect feeds Microsoft Power BI on a schedule. A row count of the work order table at that destination is the fastest exact figure. Ask whoever built it which table to use, and note that Yardi says Data Connect honors Voyager's property-level security, so the person counting must be able to see every property.
Write down the month your oldest work order was created, from the earliest date in the report or the destination table. If you moved from another system and loaded history, note the load date and the original start in the description. Mark the figure Verified only if it came from a report or table count.
What to put on your intake
Your intake has five boxes for each system. Here is what goes in each one for Yardi.
- What does it hold?
- Maintenance requests and work orders with unit, vendor and status history, plus the properties, units, residents or tenants, leases and accounting around them. Name the Yardi modules your team really uses.
- Data types
- Structured records and Text for work order descriptions and notes. Add Image only if photos or documents tied to work orders are in scope.
- How big is it?
- Report the number of work orders across all statuses. Put your property and unit counts in the description field so a buyer can judge the scale.
- Verified or estimated
- Verified when the number is a report total or a table row count that your administrator or technical team can show. Estimated if it comes from one property, one year, or memory.
- Records start
- The date of your oldest work order. If you converted from another system, say when Voyager went live and whether older history was loaded.
Exporting the full history
If a buyer licenses your records, this is how the full history comes out of Yardi.
Nothing is exported until you have signed a license and agreed the scope: which properties, which date range, which record types (work orders, units, leases, accounting) and whether attachments are in or out.
Your administrator runs the agreed reports and saves the output as files, using the same property, status and date filters as the sizing. Yardi's public pages do not list report export formats, so confirm them with Yardi support first.
For a full history, Yardi Replicate can copy chosen tables to a cloud environment you control. Yardi says any data in the Yardi database can be included, that you control what data moves and where it goes, and that it arrives raw, table by table, so your technical team has to build the queries. Extract the agreed work order and property tables from your own copy rather than giving a buyer access to the live database.
Data Connect is the lighter option. Yardi describes a scheduled feed of reporting-friendly data to Power BI, with prebuilt reports and dashboards, so it suits summaries better than a row-level history. Replicate is the one built for raw tables.
Yardi's standard interfaces are a separate route. Its interface list includes a Maintenance API that lets the third-party vendors on that list pull work orders and updates, and a Commercial API that exports property, unit, lease and rent roll data. They are set up for those partner integrations, so ask Yardi before you plan a one-off historical pull through them.
Resident, tenant and owner identifiers come out before anything is delivered to a buyer.
We only ask for an export after you sign a license and agree the scope. Sizing your data for the intake never needs one.
Limits to know
- Yardi publishes little step-by-step help in public. Manuals are in Client Central for licensed clients, so we could only confirm what Yardi's public pages state and could not verify report names or the roles that can run them.
- Voyager and Breeze are separate platforms, and Yardi describes Replicate and Data Connect for Voyager. If you run Breeze, ask Yardi what data export it offers.
- Replicate and Data Connect are listed among Voyager's add-on products. We found no public pricing, so ask your account manager whether you already have them and what they cost.
- Data Connect is only as fresh as its last scheduled pull, and each pull runs queries against the server, which Yardi says can affect performance.
- Replicate delivers raw tables with no preprocessing into dimension and fact tables, so someone has to work out which tables and joins give you work orders.
- Your Yardi agreement is private to you. Rules on returning data, export fees and what happens after you leave are set by it, and we found none of them on Yardi's public site. Read your contract or ask your account manager before you plan a move.
This guide isn't legal advice. Check your contracts, and any recording-consent rules that apply, with your own lawyer.
Why buyers value it
A Yardi database can hold many properties, property types and years in one place, and Yardi describes its maintenance tools as documenting every job, so that each completed job adds to a record used for disputes, liability and insurance terms. A work order ties together the request, the assignment, the completion and the cost. Buyers building maintenance triage, turn-time and repair-cost models want that chain across a large and varied portfolio.
Mixed portfolios are especially useful, because the same operator can show how residential, commercial and affordable properties behave differently, with unit turns and recurring problems adding pattern over the years.
What stays private
Buyers see de-identified operating records, not your residents, tenants or owners. Under the license, the de-identification step before delivery removes or excludes:
- Residents and tenants: names, phone numbers, email addresses, and anything typed into work order descriptions and notes that identifies a person.
- Access details: entry instructions, permission-to-enter notes, and lockbox or gate codes.
- Owners and money: owner names and statements, bank account numbers, and ledgers tied to named people.
- Sensitive program records: if you use the affordable housing, voucher or senior living modules, income, eligibility, certification and care records are excluded by default.
- Screening and application data: applications and the credit or background reports behind them, which come from third parties.
- Third-party content: vendor contracts, insurance certificates and price lists, and market research or benchmark data you subscribe to from Yardi or others, which is not yours to license.
Photos attached to work orders can show residents' belongings and faces, so the license scope decides whether they are included at all.
Common questions
Sources
Vendor documentation, checked . Screens and plans change, so if a step looks different in your account, check with Yardi.
- Yardi: Data Connect (opens in a new tab)
- Yardi: Replicate (opens in a new tab)
- Yardi blog: 3 data management tools drive smarter decisions (opens in a new tab)
- Yardi blog: New for Voyager 8 multifamily (Report Builder) (opens in a new tab)
- Yardi: Find an interface partner (opens in a new tab)
- Yardi: Technical support and Client Central (opens in a new tab)
- Yardi: Voyager Suite (opens in a new tab)