Switching to TraxKey
Moving from another tool doesn't mean starting over
Our AI agents do the tedious part: they read your exports, match your columns, and show you a preview before anything saves. Most portfolios move in four steps, and we're here to help at every one: ask the switching helper in the corner, or send us your files and we'll do it with you.
Pick one and the steps below, and the switching helper, adjust to it.
1
Export what you have
Whatever your current tool gives you: a CSV, a spreadsheet, even a messy PDF or report.
2
Drop the files in. Our AI agents map them.
Your column names don't have to match ours. TraxKey matches them for you, and PDFs, XML or EDI files go through an AI reader first.
3
Preview before anything saves
See exactly what will be created, what matches a record you already have, and what needs a fix, with the reason.
0 will be created
0 already exist
0 needs a fix: "unit 4B: property not found"
4
Confirm, and the agents start
From the first import, your AI agents get to work on real data.
✓ 2 leases flagged for renewal
✓ Vendors ready for dispatch
✓ Airbnb calendar synced
Example screens for illustration. Nothing is saved until you confirm, and every import can be exported back out as CSV.
The short version
Export a few CSV files from your current tool, upload them to TraxKey, review exactly what will be created before anything saves, and confirm. Nothing is written until you approve it.
The six things you bring over
1 Properties
Name, street address, city, state, ZIP, and property type. Your ZIP matters more here than in most tools — it's what powers TraxKey's external rent benchmarks (see long-term rentals).
2 Units
Unit number, bedroom and bathroom count. Imported right after properties, since units belong to a property.
3 Owners
Just a name to start. Email and phone are optional (email becomes the owner's portal login), and a single column can assign one or more of the properties from step 1 in the same import.
4 Active leases and residents
Rent amount, start/end dates, and the resident's name and email. End dates matter — TraxKey's renewal reminders and below-market alerts key off them.
5 Vendors
Name and trade (plumbing, electrical, HVAC, etc). Email and phone let the AI Maintenance Coordinator dispatch to them directly.
6 Open invoices and open orders
Only what's currently unpaid or in progress — not your full historical ledger. A clean cutover date beats dragging years of closed records into a new system.
Running short-term rentals too? Your Airbnb/VRBO calendars connect by iCal feed — there's nothing to export or import, the live calendar just syncs.
What's supported today
| Data | Required columns | Notes |
|---|---|---|
| Properties | Name, address, city, state, ZIP, type | Import this first |
| Units | Property name | Bedrooms/bathrooms optional |
| Owners | Name | Optional properties column assigns them in the same import |
| Leases | Property, start date | Resident created automatically if named |
| Vendors | Name, trade | Email/phone optional |
| Open invoices | Invoice #, customer, amount, due date | New customers created inline |
| Open purchase orders | Description | New suppliers created inline |
Why we don't import full history
TraxKey isn't trying to be your permanent archive for every invoice you ever settled or every work order you ever closed. Bringing that over would mostly just clutter the AI's activity view with dead data. What matters for day-one operations is what's open — active leases, unpaid invoices, in-progress orders. If you have a specific reporting-continuity need for older records, ask us directly (see below) rather than trying to force it through the CSV wizard.
Not ready to do it yourself?
Send us the exports from your current tool and we'll load them for you. This costs nothing extra — it's the same import process, just run by a person on your behalf instead of by you. It's a good option if you're managing more than a handful of units, or if your current export doesn't map cleanly and you'd rather not guess at column names. Reach out and we'll walk it through with you.
Your data stays exportable
Every import kind above has a matching export — properties, units, leases, vendors, invoices, orders can all be pulled back out as CSV at any time from inside TraxKey. A tool you can't leave is a tool you should be wary of entering. We'd rather earn the switch than lock you into one.
Have questions before you commit to switching? Ask us directly — we're a small team and you'll get a person, not a ticket queue.