Data migration project, it’s never just about moving data but it’s about untangling years of legacy decisions. It can be about interpreting spreadsheets that haven’t been touched in a decade. It’s about realizing, often too late, that “clean” data is a moving target.
At Exalenze, we’ve walked into migration projects at every stage—some right at the start, others midway when things start wobbling. The real challenge is in the decisions behind the data.
Here are some of the most common pitfalls we see (and help fix):
1. Copy-Pasting Old Problems into a New System
One of the biggest mistakes?
Lifting data from an old system (or spreadsheets) and dropping it into Yardi without rethinking structure.
Example: Chart of Accounts that no longer reflect how the business operates—or worse, that don’t align with corporate consolidation needs.
How to avoid it: Use the migration as a chance to pause and rethink. A clean slate isn’t just possible—it’s strategic.
2. Inconsistent Property Hierarchies
We’ve seen properties labelled differently across modules — “101 Main St” in one sheet, “Main Street Tower” in another. Sounds trivial, but this confuses reporting, workflows, and users.
How to avoid it: Build a standardized naming and hierarchy convention before you even begin mapping.
3. Lease Data That’s Missing the Fine Print
It’s not enough to pull start/end dates and rent amounts. What about rent escalations? Concessions? Addendums that modify terms? These details are often buried in PDFs or missed entirely.
How to avoid it: Decide early what data lives where—and what will (or won’t) be migrated.
4. Overlooking User Access Structures
A newly migrated Yardi environment that doesn’t match your operational roles will slow everyone down. Either everyone has too much access—or not enough.
How to avoid it: Plan your security roles and user matrix upfront. It’s not just about permissions—it’s about accountability.
5. Skipping the Dry Run
It’s tempting to skip test cycles to “go live faster.” But the cost of catching errors post-migration—especially across dozens of properties—is steep.
How to avoid it: Run validations. Build checklists. Involve users. Test like your operations depend on it—because they do.
So, where does Exalenze fit into all this?
We’ve helped operators migrate everything from boutique residential portfolios to large, mixed-use assets—and every time, our goal is the same.
Make sure your Yardi tells the story you actually want to read.
We bring structure to the chaos. Whether it’s defining COA mappings, helping validate lease terms, or just being that sounding board for “does this make sense?”—we’re in the room with you, not just behind a ticketing system.
Yardi is powerful. But it only works as well as the foundation you lay for it.
If you’re planning a migration or in the thick of one and wondering if things are on track—we’re happy to share what we’ve learned.