Entrata + Yardi
Sync Entrata and Yardi to Unify Your Property Management Operations
Automate data flows between two of multifamily's leading platforms to eliminate double entry, reduce errors, and keep your portfolio data aligned.
Why integrate Entrata and Yardi?
Entrata and Yardi are two of the most widely adopted property management platforms in multifamily and commercial real estate, and many organizations run both at once — whether because of portfolio segmentation, acquisition transitions, or departmental preferences. Keeping resident records, lease data, financial transactions, and maintenance information in sync between the two systems manually is slow and error-prone. By integrating Entrata and Yardi through tray.ai, property management teams can automate bidirectional data sync and build reliable, scalable workflows across their entire tech stack.
Automate & integrate Entrata & Yardi
Use case
Resident Record Synchronization
When a new resident is onboarded in Entrata — contact details, lease terms, unit assignments — that record can be automatically created or updated in Yardi. Both platforms stay in sync without manual re-entry, which cuts onboarding errors across mixed-platform portfolios.
Use case
Lease Lifecycle Management
Automate the flow of lease creation, renewals, amendments, and move-out records between Entrata and Yardi so both systems stay current throughout the entire lease lifecycle. Whether a lease is signed in Entrata or processed in Yardi, tray.ai workflows can push those changes in both directions.
Use case
Financial Transaction and Payment Sync
Payment events recorded in Entrata — rent payments, late fees, deposits — can be automatically pushed to Yardi's general ledger and accounts receivable modules. This cuts manual reconciliation cycles and keeps financial reporting accurate across both platforms in near real time.
Use case
Work Order and Maintenance Ticket Routing
Maintenance requests submitted through Entrata's resident portal can be automatically created as work orders in Yardi, and status updates in Yardi sync back to Entrata so residents and property managers always have visibility. Maintenance workflows keep moving without requiring staff to log into both systems.
Use case
Unit Availability and Vacancy Updates
Unit status changes — move-outs, make-readies, new vacancies — recorded in one platform can be automatically reflected in the other. This keeps leasing pipelines accurate and prevents teams from marketing units that are already leased or not yet ready to show.
Use case
Vendor and Purchase Order Management
Vendor records and purchase orders created in Yardi can be synchronized to Entrata, keeping procurement data consistent across both platforms. This matters most for multi-property portfolios where maintenance and purchasing workflows span both systems.
Use case
Reporting and Portfolio Analytics Aggregation
Automatically pull operational and financial metrics from both Entrata and Yardi and consolidate them into a centralized reporting destination — a data warehouse, BI tool, or executive dashboard. Leadership gets a complete portfolio view without manually exporting reports from two separate systems.
Get started with Entrata & Yardi integration today
Entrata & Yardi Challenges
What challenges are there when working with Entrata & Yardi and how will using Tray.ai help?
Challenge
Inconsistent Data Models and Field Mapping
Entrata and Yardi use different data structures, terminology, and field schemas for common objects like residents, units, and leases. Mapping fields between the two platforms — charge codes, property IDs, tenant identifiers — requires careful configuration and can break when either platform updates its API or data model.
How Tray.ai Can Help:
tray.ai's visual data mapper and transformation tools let teams configure precise field mappings between Entrata and Yardi without writing custom code. When field schemas change, mappings can be updated directly in the workflow editor without rebuilding the integration from scratch.
Challenge
Bidirectional Sync and Avoiding Duplicate Updates
Syncing data in both directions between Entrata and Yardi creates the risk of update loops, where a change in one system triggers an update in the other, which then triggers another update back. Managing this without creating infinite loops or duplicate records requires careful logic.
How Tray.ai Can Help:
tray.ai supports conditional logic, deduplication checks, and timestamp comparisons within workflows, so you can set rules that prevent circular updates. Source-of-truth designations can be enforced per data type so each field is only written by the authoritative system.
Challenge
Authentication and API Access Management
Both Entrata and Yardi use API authentication models that require careful credential management, including property-level API keys, version-specific endpoints, and rate limit considerations. Maintaining secure, reliable API connectivity to both platforms across a large portfolio gets complicated fast.
How Tray.ai Can Help:
tray.ai's secure credential store manages authentication tokens and API keys for both Entrata and Yardi, handling token refresh and credential rotation automatically. Built-in rate limit handling and retry logic keep integrations stable even during high-volume sync periods.
Challenge
Property and Portfolio-Level Data Segmentation
Large property management organizations often have different properties or regions on Entrata versus Yardi, making it hard to define which records should sync where without cross-contaminating portfolio data.
How Tray.ai Can Help:
tray.ai workflows support property-level filtering and routing logic, so you can configure sync rules based on property IDs, regions, or management company identifiers. Data flows only between the correct Entrata and Yardi property instances for each workflow.
Challenge
Error Handling and Sync Failure Visibility
When a sync between Entrata and Yardi fails — due to a validation error, missing required field, or API timeout — the failure is often silent. Teams don't find out records are out of sync until a downstream problem surfaces, like a billing discrepancy or a missed lease renewal.
How Tray.ai Can Help:
tray.ai has built-in error handling, retry logic, and alerting at the workflow level. When a sync step fails, tray.ai can log the error, send a Slack or email notification to the operations team, and queue the failed record for retry — so there's no data loss and you always know what's happening.
Start using our pre-built Entrata & Yardi templates today
Start from scratch or use one of our pre-built Entrata & Yardi templates to quickly solve your most common use cases.
Entrata & Yardi Templates
Find pre-built Entrata & Yardi solutions for common use cases
Template
New Entrata Resident to Yardi Tenant Record
When a new resident is created and a lease is executed in Entrata, this template automatically creates or updates the corresponding tenant record in Yardi, mapping all relevant contact, unit, and lease term fields.
Steps:
- Trigger on new lease execution event in Entrata
- Map resident contact details, unit number, lease start and end dates, and rent amount
- Create or upsert tenant record in Yardi with mapped data
Connectors Used: Entrata, Yardi
Template
Yardi Payment Posted to Entrata Ledger Update
When a payment is posted in Yardi — rent, fees, or deposits — this template syncs the transaction to the corresponding resident ledger in Entrata, keeping both systems financially reconciled without manual data entry.
Steps:
- Trigger on new payment posted event in Yardi
- Look up corresponding resident and unit in Entrata using shared identifiers
- Post payment transaction to Entrata resident ledger with amount, date, and payment type
Connectors Used: Yardi, Entrata
Template
Entrata Maintenance Request to Yardi Work Order
This template listens for new maintenance requests submitted through Entrata's resident portal and automatically creates matching work orders in Yardi, including unit details, issue description, and priority level.
Steps:
- Trigger on new maintenance request submitted in Entrata
- Extract unit, resident, issue type, description, and priority from Entrata request
- Create new work order in Yardi with all relevant details and assign to maintenance queue
Connectors Used: Entrata, Yardi
Template
Yardi Work Order Status Sync Back to Entrata
When a work order status changes in Yardi — in progress, completed, on hold — this template updates the corresponding maintenance request in Entrata so residents and property managers have current visibility without anyone manually checking two systems.
Steps:
- Trigger on work order status change event in Yardi
- Match work order to the originating maintenance request in Entrata using shared reference IDs
- Update maintenance request status and technician notes in Entrata
Connectors Used: Yardi, Entrata
Template
Nightly Lease and Occupancy Data Reconciliation
A scheduled nightly workflow that pulls current lease and occupancy data from both Entrata and Yardi, compares records for discrepancies, and logs mismatches to a shared spreadsheet or sends an alert to the operations team for review.
Steps:
- Schedule workflow to run nightly after system updates complete
- Pull active lease and unit occupancy records from both Entrata and Yardi
- Compare records for mismatches and route discrepancies to a Google Sheet or Slack alert channel
Connectors Used: Entrata, Yardi
Template
Entrata Move-Out to Yardi Unit Status Update
When a move-out is processed in Entrata, this template automatically updates the unit status in Yardi to vacated and triggers a make-ready workflow, so both platforms reflect the correct availability state for leasing and maintenance teams.
Steps:
- Trigger on move-out confirmation event in Entrata
- Update unit status to vacant in Yardi with move-out date
- Optionally trigger a make-ready checklist or work order in Yardi for the unit
Connectors Used: Entrata, Yardi