Switching guide
How to switch from Buildium: what to export and how to move
Quick answer
To switch from Buildium, run the rent roll, tenant ledgers, owner statements, security deposit, vendor, trial balance, general ledger, and work order reports as of one month-end date, and download every signed lease. Buildium does not publish a whole-account export, and its Open API is listed on the Premium plan only, as of October 2026. If you switch mid-year, also export year-to-date vendor payments for 1099s. Darcy imports Buildium exports and reconciles each batch to your files' totals before anything is imported.
Why teams leave Buildium
Buildium fits many small and mid-size managers well. Capterra reviewers praise its ease of use, and it holds a 4.5 rating on Capterra as of October 2026. It publishes starting prices of $62, $192, and $400 per month for Essential, Growth, and Premium, as of October 2026. It also offers a 14-day free trial with no credit card.
Reviewers who report problems usually cite one of three areas:
Accounting. Some Capterra reviewers describe accounting problems and trouble with QuickBooks connectivity.
Customization. G2 reviewers cite missing features and limited customization.
Fees on top of the plan. Incoming EFT payments cost $2.35 each on Essential and $1.35 on Growth, as of October 2026. Card payments cost 2.99%, and 1099 e-filing costs $50 per batch plus $4.50 per form.
For a full view of the product, read our Buildium review. For every fee, read the Buildium pricing guide.
What to export from Buildium and how
Buildium does not document a one-click export of a whole account on its public pages. We could not confirm its menu-level export steps. Your export therefore depends on two tools: the reports you run, and the Open API if you are on Premium.
Reports
Run each report you need as of one cutover date. Save a spreadsheet copy for the import and a PDF copy for your records. If a report offers a choice of file types, pick the spreadsheet type for anything that holds balances. Ask Buildium support which formats each report supports, because its public pages do not list them.
Buildium plans differ in what they include, so check what your plan can report on. For example, inspections are included on Growth and Premium but are a paid setup on Essential. If you use a feature on one plan only, export its records before the plan ends.
The Open API on Premium
Buildium describes its Open API as "programmatic access to your company's data within Buildium." Its feature page says the API connects "property, resident and accounting data" to other tools. The pricing page lists the Open API on Premium, as of October 2026. If you are on Premium, a developer can use the API to pull a structured copy of your records. If you are on Essential or Growth, the Open API is not part of your plan.
Documents
Leases, addenda, and inspection reports live as stored files, not report rows. Ask Buildium whether it can deliver all files in one bulk download. If it cannot, download the signed lease for every occupied unit before your access ends.
Fee-sensitive records
Two Buildium fees change how you time the switch. First, 1099 e-filing costs $50 per batch plus $4.50 per form, as of October 2026. If you switch mid-year, export year-to-date payments for every vendor, so the year's 1099 totals add up across both systems. Second, Essential charges $99 per business bank account. List every bank account in Buildium, with its last reconciled date, before you move them.
Buildium export checklist
Data | Where to export it in Buildium | Why it matters |
|---|---|---|
Rent roll | Run a rent roll report as of the cutover date | It lists every unit, lease term, and rent. The import starts from it. |
Tenant ledgers | Run tenant ledger or tenant statement reports for every resident with a balance | Open charges, prepayments, and credits must carry over to the cent. |
Owner balances | Run final owner statements and owner balance reports | The owner's opening balance in the new system must match the last statement. |
Security deposits | Run a deposit liability report by property and resident | Deposits are held in trust. Each one must match a resident at move-out. |
Vendor list | Export vendors with tax IDs, addresses, and insurance details | Payables and 1099s depend on clean vendor records. |
1099 payment totals | Run year-to-date vendor payment totals | A mid-year switch splits the year's payments across two systems. |
Bank accounts | List each account with its last reconciliation | Each account needs a clean start balance in the new system. |
Lease documents | Download signed leases, or ask Buildium support for a bulk file | Signed leases are the legal record. Darcy reads them into lease records. |
General ledger | Run the trial balance and general ledger detail for every year you keep | Your accountant and any auditor need the detail behind each balance. |
Open work orders | Export open work orders with unit, vendor, and status | Open repairs must continue without a gap for the resident. |
API data (Premium) | Pull records through the Open API | It gives a structured copy, if your plan includes it. |
Step-by-step switch checklist
Read your Buildium plan terms and find any renewal or billing date.
Choose a cutover date at a month end.
Reconcile every bank account in Buildium for the final month.
Post the final owner distributions and run final owner statements.
Run the reports in the checklist as of the cutover date.
Export year-to-date vendor payments for 1099 reporting.
Download signed leases for every occupied unit.
Upload the exports and lease PDFs to Darcy.
Review the staged records and resolve each flagged error or duplicate.
Approve each batch after it ties to your Buildium totals.
Send residents new payment instructions before the first rent date.
Store the Buildium exports with your accounting records.
Contract and notice considerations
Buildium does not publish a contract term, renewal terms, or a notice period on its pricing page, as of October 2026. The pricing page says customers can upgrade plans on the Account and Billing page. It also says Growth and Premium customers must use Buildium's onboarding service, and it lists no fee for that service.
Check your own agreement for four points. What is the term? Does it renew automatically? How much notice must you give, and in what form? How long can you reach your data after you cancel? Get the answers in writing before you give notice. This section is general information and not legal advice. Ask your attorney if the terms are unclear.
How Darcy imports your Buildium data
Darcy imports Buildium exports. You upload the files from your Buildium account along with your lease PDFs. Darcy's Migration agent stages every record and flags errors and duplicates. It proposes the import in batches that reconcile to your files' totals to the cent. Nothing is imported until you approve it, and each batch can be undone until other records depend on it.
The records Darcy migrates are properties, units, unit types, owners, tenants and leases, opening balances, security deposits, and vendors. It reads lease PDFs into lease records. For the general ledger, keep your Buildium export for your own records, and ask the Darcy team about general ledger history.
Darcy's team stages, cleans, and imports the data. It checks the balances of every property against your files. It sets up your automations and agents, and it trains leasing, maintenance, and accounting staff on the jobs they do. The team plans the migration around your Buildium renewal date, so you do not pay for both systems longer than needed.
Darcy costs $2 per unit per month, with one price for the system and its AI agents. Payment processing is billed per transaction: ACH is $2.50 and card is 2.85% + $0.30. Buildium's incoming EFT fee is lower on Growth and Premium, so compare your own payment volume. See Darcy vs Buildium and the switching page for details. To see the import on a portfolio like yours, book a demo.
Questions, answered
How do I export my data from Buildium?
Run the reports you need, such as the rent roll, tenant ledgers, owner statements, and trial balance, as of one cutover date. Download signed leases separately. If you are on Premium, you can also pull records through Buildium's Open API.
Does every Buildium plan include the Open API?
No. As of October 2026, Buildium's pricing page lists the Open API on Premium. Premium starts at $400 per month.
What happens to 1099s if I leave Buildium mid-year?
The year's vendor payments sit in two systems. Export year-to-date payment totals for every vendor from Buildium before you switch. Then combine them with the new system's totals at year end.
Can Darcy import a Buildium export?
Yes. Darcy imports Buildium exports and lease PDFs. Its Migration agent flags errors and duplicates, and each batch must reconcile to your files' totals before 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.
See Darcy run on a portfolio like yours
Tell us how many units you manage and which system you use today. We’ll show you which parts of your team’s week Darcy can take on.