The Rent Roll is a backward-looking billing report showing what was actually invoiced to residents in a given month. Because it reflects real invoices rather than projections, it's the report that community leaders, finance teams, and ownership groups rely on to verify revenue, explain variances, and reconcile against their accounting systems.
Access the Rent Roll
Open the report either way:
- Go to ALIS Reports > Billing section > Rent Roll.
- Use the Billing dashboard menu > Rent Roll.
The report has the following tabs:
- Summary tab (portfolio-level overview across communities)
- Report tab (customizable, resident-level detail for one community)
- Report Configuration tab (where GL accounts are grouped into columns)
⚠️Important: Newer communities have the V1.5 version ("Report" tab); older ones may only see a static report ("Report V1" tab). The newest V1.5 version contains the most customization options and must be enabled by the ALIS team. For enablement assistance, contact your Account Manager or our ALIS Customer Success Team.
What the Rent Roll shows
The Rent Roll reflects charges placed on an invoice for the selected month. It always looks backward at what actually happened. It does not project future charges. If you need to see what a resident is expected to be billed going forward, use the Resident Charge Card report, which is built from recurring charges instead.
The Total column (Report tab) for a resident is the sum of all revenue on their account for the filtered month, and the portfolio Total (Summary tab) should match your General Ledger billed total. A mismatch usually points to incomplete Billing Item settings or data that hasn't been exported to your accounting software.
How to use the Rent Roll
Verify revenue at month-end. Typically Executive Directors and Business Office Managers review the Rent Roll to confirm the month's revenue looks right, for example catching unexpectedly fewer Level 2 care charges and investigating why.
Explain care variances. Use the Care Level Variance column (evaluated Care Level Fee vs. the care-coded recurring charge) so staff can explain cases like "assessed at $2,000, billed $1,500," whether it's a deliberate override or a billing error.
Roll up and compare across communities. The Summary tab lets ownership compare communities side by side on occupancy and per-unit revenue, and custom export templates format the Combined Sheet the way each ownership group wants it.
Reconcile to your accounting system. Concessions and discounts appear in their own columns, so you may need to combine a charge column with its concession column to reach the net figure that ties to your GL.
Why a resident may not appear (troubleshooting)
When someone reports that a resident is "missing" from the Rent Roll, check these on the resident profile and in the report filters, roughly in order:
- Community, Year, Month selected. Verify you're viewing the correct community and reporting month.
- Other Report filters. The Report tab has filters for Exclude Applicants, Resident Stays, Product Type, Payer Type, and Unbilled. If Exclude Applicants is checked and the person is still an applicant, they won't show. A saved custom view may also carry filters that hide them. Reset filters and click Refresh to confirm.
- Financial Move In / Move Out dates. The Rent Roll uses the Financial dates (not Physical) for occupancy reporting. If the Financial Move In Date falls after the filtered month, or the Financial Move Out Date falls before it, the resident won't be counted as occupying or billed in that period. Dates can be edited in the Move In & Community Information section of the resident profile.
-
Room assignment during the period. Room assignments appear for current and moved-out residents. By default, moved-out shows "(m/o)". If the resident had no room assignment during the filtered period, the room field stays blank.
- Charges actually invoiced, and in the right month. Because the report only shows invoiced items, a resident with no generated invoice for that month, or whose charge was posted to a different invoice month, won't appear as expected for the month you're viewing.
-
Billing Items mapped to GL accounts. Rent, Care, and other income columns only capture charges whose Billing Items are mapped to the GL accounts assigned to those columns. ALIS flags "X billing items without GL Account #s" in Report Configuration tab; unmapped items won't surface revenue on the report.
- Communities using 'Hotel Rules'. If your community uses the Hotel Rules setting, a resident's move-out reflects on the day after the Financial Move Out Date you selected. A move-out set for the last day of the month therefore appears in the next month's Rent Roll, which can explain an end-of-month discrepancy. For more information about this setting, see Hotel Rules.
-
Resident moved out during the month. If you run the report with filters as-is, resident move-outs remain in the report with the move out status (e.g., "Michael Smith m/o"). Select the Show Move Out History checkbox and refresh. Residents who moved out (or changed rooms) during the period appear in a Move Out History section at the bottom, with one row per historical room assignment.
Customize Columns and Save Views
Customize Columns
In the Report tab (V1.5), click Columns to choose which data points display. Once you have confirmed columns to include, drag to reorder, sort, filter, freeze, and resize directly within the report.
💡Available columns to select here must be configured in the Report Configuration tab.
Beyond the standard Rent and Care columns, communities can create custom columns for their own reporting needs, such as a Medicaid rent column or a "Loss to Medicaid" column that isolates charges tagged to a Medicaid payer type. For step-by-step configuration, see the Report Configuration tab section of this Rent Roll Reference Guide.
Save Views
Click Save to update the existing view. Click Save As to store a named view (for example, "Month-End Audit" or "Director's View") and reselect it later.
Related Articles:
Comments
0 comments
Please sign in to leave a comment.