Switching guide
How to switch from AppFolio: what to export and how to move
Quick answer
To switch from AppFolio, close your final month, then export the rent roll, tenant ledgers, owner balances, security deposits, vendor list, trial balance, general ledger detail, and open work orders, plus every lease PDF. AppFolio does not publish a bulk export process, so ask your account team in writing what a full export includes. As of October 2026, AppFolio lists a read-only API on Plus and a read/write API on Max, and none on Core. Darcy imports AppFolio exports and reconciles each batch to your files' totals before anything is imported.
Why teams leave AppFolio
Most teams that leave AppFolio do not leave because the product fails. They leave because of how the plans are packaged. AppFolio publishes per-unit starting prices of $1.49 on Core, $3.20 on Plus, and $5.00 on Max, as of October 2026. Core carries a minimum spend and a 50-unit minimum. Plus and Max also carry minimums that AppFolio does not publish.
AppFolio does several things well. It publishes a starting price for every tier, which many competitors do not. Its Realm-X AI assistant is included on all three plans. In 2026 it expanded its Realm-X Performers across leasing, accounting, and resident messages, and added a Receptionist Performer that answers calls.
The packaging is the usual reason to review the contract. Affordable and student housing, Realm-X Flows, and the Accounting Performer for bill entry and close start on Plus. The leasing CRM and read/write API start on Max. A portfolio that needs one of those features pays the higher per-unit rate on every unit. Read our AppFolio review and the AppFolio pricing guide for the full tier breakdown.
What to export from AppFolio and how
We could not find a public AppFolio help article on bulk data export. The pricing page lists API access by plan, and the Core terms of service describe data access after termination. So plan the export around three sources: the reports you run yourself, the API if your plan includes it, and a written request to your AppFolio account team.
Reports you run yourself
Run every report as of one cutover date, after you close the last month in AppFolio. Save a spreadsheet copy where AppFolio offers one, because a spreadsheet is what a new system can read. Save a PDF copy too, because a PDF is a fixed record of what the books said on that date. Confirm the available file formats with AppFolio, because its public pages do not list them.
Run the reports in this order. Start with the trial balance, then the general ledger detail, then the rent roll, then tenant ledgers. Owner balances, security deposits, vendors, and open work orders come last. If the totals in later reports do not tie to the trial balance, stop and find the difference before you export more.
The AppFolio API on Plus and Max
AppFolio's pricing page lists "AppFolio API (read only)" on Plus and "AppFolio API (read/write)" on Max, as of October 2026. Core lists no API access. If you are on Plus or Max, a developer can pull records through the API into files you keep. Ask AppFolio which objects the API exposes before you rely on it for a full export. If you are on Core, the API is not part of your plan, so reports and a vendor request are your main options.
Lease documents and attachments
Lease PDFs, signed addenda, and move-in inspection photos need their own plan, because reports do not include them. Ask AppFolio whether it can deliver all stored documents in one bulk file, and in what folder structure. If it cannot, download the current lease for every occupied unit first. Signed leases matter most, because Darcy reads lease PDFs into lease records.
A written request to your account team
Send one email that lists every data type in the checklist below. Ask three questions. What does a full data export include? What file formats does it come in? How long can you reach your data after the contract ends? Keep the reply with your contract.
AppFolio export checklist
Data | Where to export it in AppFolio | Why it matters |
|---|---|---|
Rent roll | Run the rent roll report as of the cutover date | It lists every unit, resident, rent amount, and lease date. It is the first file a new system checks. |
Tenant ledgers | Run tenant ledger reports for every current and past resident with a balance | Each open charge and credit must carry over, or residents get wrong balances. |
Owner balances | Run owner statements and owner balance reports for the final month | Owners expect the opening balance in the new system to match their last statement. |
Security deposits | Run a deposit report by property and by resident | Deposits are trust funds. A missing deposit becomes a dispute at move-out. |
Vendor list | Export the vendor directory with tax details and insurance dates | You need vendor records for payables and for year-end 1099s. |
Lease documents | Download lease PDFs, or request a bulk document export from AppFolio | Signed leases are the legal record of each tenancy. |
General ledger | Run the trial balance and general ledger detail for the current year and prior years you keep | Your accountant and auditors need the detail behind every balance. |
Open work orders | Export open work orders with status, vendor, and unit | Residents expect open repairs to continue after the switch. |
1099 vendor payments | Run year-to-date vendor payment totals | If you switch mid-year, the year's 1099 totals sit in two systems. |
API data (Plus and Max) | Pull objects through the AppFolio API | It gives a structured copy, if your plan includes API access. |
Step-by-step switch checklist
Find your AppFolio renewal date and the notice period in your order form.
Pick a cutover date at a month end, so opening balances start clean.
Close the final month in AppFolio and reconcile every bank account.
Run the reports in the checklist as of the cutover date.
Send the export request to your AppFolio account team, in writing.
Download lease PDFs for every occupied unit.
Upload the exports and lease PDFs to Darcy.
Review the records that Darcy stages, and fix the errors and duplicates it flags.
Approve each import batch after its totals match your AppFolio files.
Tell residents and owners about new portal and payment details before the first rent date.
Keep a complete archive of your AppFolio exports with your accounting records.
Contract and notice considerations
AppFolio's pricing page does not list a contract term, as of October 2026. The pricing page states that a minimum spend and a 50-unit minimum apply to Core. AppFolio's Core terms of service fill in more of the picture:
Term and renewal. The order form sets the term. The subscription auto-renews for the same period unless either party gives written notice of non-renewal at least 30 days before the term ends.
Early termination. If you end the subscription early for convenience, you give 30 days' written notice and pay an early termination fee of 50% of the remaining service fees for the term.
Data access. If you end the subscription or let it expire, the terms expect you to retrieve your data before the end date. After a reasonable period, AppFolio may delete the account and data. The 30-day access period in the terms applies only when AppFolio ends the subscription.
Read your own order form too, because it can change these points. Check four things: the term length, auto-renewal, the notice period, and data access after cancellation.
Give notice in the form your contract requires, and keep proof of delivery. Do not let the AppFolio account close before you have every export. This section gives general information only. It is not legal advice, so ask your attorney to read the contract if the terms are unclear.
How Darcy imports your AppFolio data
Darcy imports AppFolio exports. You upload your AppFolio exports and your lease PDFs. Darcy's Migration agent stages every record and flags errors and duplicates. It then proposes the import in batches that reconcile to your files' totals to the cent. Nothing is imported until you approve it. Each batch can be undone until other records depend on it.
Darcy migrates properties, units, unit types, owners, tenants and leases, opening balances, security deposits, and vendors. It reads lease PDFs into lease records. Keep your AppFolio general ledger export for your own records, and ask the Darcy team about general ledger history.
Darcy's team does the staging, cleanup, and importing. It checks balances for every property. It sets up your automations and agents, and it trains leasing, maintenance, and accounting staff on their own workflows. Darcy also schedules the migration around your AppFolio renewal date, so you do not pay for two systems longer than needed.
Darcy costs $2 per unit per month for the whole system and its AI agents. Payment processing is billed per transaction. Compare the two systems in Darcy vs AppFolio, and read how the process works on the switching page. To see Darcy on a portfolio like yours, book a demo.
Questions, answered
Can I export all my data from AppFolio?
We could not find a public AppFolio guide to bulk data export. You can run reports such as the rent roll, tenant ledgers, and trial balance yourself. For a full export, ask your AppFolio account team in writing what it includes and which file formats it uses.
Does AppFolio have an API for exporting data?
Yes, on two plans. AppFolio's pricing page lists a read-only API on Plus and a read/write API on Max, as of October 2026. Core lists no API access.
What should I export first when I leave AppFolio?
Close the final month, then run the trial balance and general ledger detail. Next, run the rent roll, tenant ledgers, owner balances, and security deposits as of the same date. Check that each report ties to the trial balance before you export the rest.
Does Darcy import AppFolio data?
Yes. Darcy imports AppFolio exports and lease PDFs. Its Migration agent flags errors and duplicates and proposes batches that reconcile to your files' totals. Nothing is imported until you approve it.
Sources and method
We read each vendor’s own pricing and product pages, then review sites and news. Prices and features change, so confirm details with the vendor before you buy.
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