Self-storage reporting, straight from your management summary.

Two files your stores already produce. The monthly management summary carries the month: what was collected, how full the store is, who is behind, and who moved in or out. The rent roll carries every tenant's rate, which is what a rate increase is priced from.

Rate increases also need occupancy by unit group, from your system's own report or a three-column spreadsheet. Operating expenses come from the profit and loss statement, the tax bill and the insurance declaration, because a management system does not report them. Prior years come in from the workbooks you already keep.

A month is complete when four things are on file: receipts by category, occupancy, delinquency aging, and move-ins and move-outs. Everything else the report prints, such as scheduled rent, gross potential, unit statuses and insurance enrollment, is kept when it is there and never required when it is not.

Each report must cover one whole month. A report run before the month closed is refused, with the reason and the date to run it again.

Every store lands on one set of defined fields, so rent collected means the same thing at every store. Square-foot occupancy leads by default. Unit occupancy stands in only when a report prints no square feet, and it is labeled that way.

Then the report's own arithmetic runs: receipt lines against the printed total, unit statuses against the unit count, aging buckets against the past due total, and the month's opening tenant count plus move-ins, less move-outs, against its closing count.

A failed check holds that figure and nothing else. It shows blank and flagged, with the printed value beside it, and the owner report waits until a person resolves it. A missing figure stays missing, never zero.

An owner report for every store: a workbook and a written letter, sent by the manager who runs the store and kept on a delivery ledger.

Rankings across the portfolio, with stores tiered by size and lease-up so each one is compared with its peers. And rate increase recommendations from the rent roll, grouped into bands for a reviewer to approve or hold.

Your management system keeps running the store. Nothing connects to it, and nothing writes back to it. Files are uploaded, and a whole month's folder goes in at once.

When a rate increase is approved, a person keys it into the management system from a keying list. The next rent roll checks each new rent against the approval, to the cent.