{"id":1362,"date":"2026-03-14T08:00:16","date_gmt":"2026-03-14T12:00:16","guid":{"rendered":"https:\/\/visuallease.com\/?p=1362"},"modified":"2026-03-18T09:42:41","modified_gmt":"2026-03-18T13:42:41","slug":"how-to-get-lease-data-into-your-lease-accounting-tool","status":"publish","type":"post","link":"https:\/\/visuallease.com\/how-to-get-lease-data-into-your-lease-accounting-tool\/","title":{"rendered":"How to Get Lease Data Into Your Lease Accounting Tool"},"content":{"rendered":"<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_82_2 counter-hierarchy ez-toc-counter ez-toc-grey ez-toc-container-direction\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\" style=\"cursor:inherit\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" aria-label=\"Toggle Table of Content\"><span class=\"ez-toc-js-icon-con\"><span class=\"\"><span class=\"eztoc-hide\" style=\"display:none;\">Toggle<\/span><span class=\"ez-toc-icon-toggle-span\"><svg style=\"fill: #999;color:#999\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" class=\"list-377408\" width=\"20px\" height=\"20px\" viewBox=\"0 0 24 24\" fill=\"none\"><path d=\"M6 6H4v2h2V6zm14 0H8v2h12V6zM4 11h2v2H4v-2zm16 0H8v2h12v-2zM4 16h2v2H4v-2zm16 0H8v2h12v-2z\" fill=\"currentColor\"><\/path><\/svg><svg style=\"fill: #999;color:#999\" class=\"arrow-unsorted-368013\" xmlns=\"http:\/\/www.w3.org\/2000\/svg\" width=\"10px\" height=\"10px\" viewBox=\"0 0 24 24\" version=\"1.2\" baseProfile=\"tiny\"><path d=\"M18.2 9.3l-6.2-6.3-6.2 6.3c-.2.2-.3.4-.3.7s.1.5.3.7c.2.2.4.3.7.3h11c.3 0 .5-.1.7-.3.2-.2.3-.5.3-.7s-.1-.5-.3-.7zM5.8 14.7l6.2 6.3 6.2-6.3c.2-.2.3-.5.3-.7s-.1-.5-.3-.7c-.2-.2-.4-.3-.7-.3h-11c-.3 0-.5.1-.7.3-.2.2-.3.5-.3.7s.1.5.3.7z\"\/><\/svg><\/span><\/span><\/span><\/a><\/span><\/div>\n<nav><ul class='ez-toc-list ez-toc-list-level-1 ' ><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/visuallease.com\/how-to-get-lease-data-into-your-lease-accounting-tool\/#What_to_do_BEFORE_you_migrate_data_into_a_lease_accounting_tool\" >What to do BEFORE you migrate data into a lease accounting tool<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/visuallease.com\/how-to-get-lease-data-into-your-lease-accounting-tool\/#3_ways_to_move_data_into_your_lease_accounting_tool\" >3 ways to move data into your lease accounting tool<\/a><ul class='ez-toc-list-level-3' ><li class='ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/visuallease.com\/how-to-get-lease-data-into-your-lease-accounting-tool\/#Migrating_lease_data_from_existing_software\" >Migrating lease data from existing software<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/visuallease.com\/how-to-get-lease-data-into-your-lease-accounting-tool\/#How_quickly_can_I_import_large_lease_schedules_from_brokers_or_landlords\" >How quickly can I import large lease schedules from brokers or landlords?<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/visuallease.com\/how-to-get-lease-data-into-your-lease-accounting-tool\/#Migrating_lease_data_from_spreadsheets\" >Migrating lease data from spreadsheets<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-3'><a class=\"ez-toc-link ez-toc-heading-6\" href=\"https:\/\/visuallease.com\/how-to-get-lease-data-into-your-lease-accounting-tool\/#Migrating_lease_data_from_lease_documents\" >Migrating lease data from lease documents<\/a><\/li><\/ul><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-7\" href=\"https:\/\/visuallease.com\/how-to-get-lease-data-into-your-lease-accounting-tool\/#Data_Cleansing_in_Migration\" >Data Cleansing in Migration<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-8\" href=\"https:\/\/visuallease.com\/how-to-get-lease-data-into-your-lease-accounting-tool\/#Testing_Before_Full_Migration\" >Testing Before Full Migration<\/a><\/li><li class='ez-toc-page-1 ez-toc-heading-level-2'><a class=\"ez-toc-link ez-toc-heading-9\" href=\"https:\/\/visuallease.com\/how-to-get-lease-data-into-your-lease-accounting-tool\/#Updating_lease_data_in_your_new_lease_accounting_tool\" >Updating lease data in your new lease accounting tool<\/a><\/li><\/ul><\/nav><\/div>\n<p>When <a href=\"https:\/\/visuallease.com\/how-to-prepare-for-lease-accounting-implementation-7-essential-tasks\/\">preparing to implement a new lease accounting software<\/a>, one of the most important parts is importing data from your current leases to ensure compliance with <a href=\"https:\/\/visuallease.com\/compliance\/\">lease accounting standards<\/a>. Before deciding on a lease accounting software, there are many <a href=\"https:\/\/visuallease.com\/7-things-to-consider-before-choosing-a-lease-accounting-system\/\" target=\"_blank\" rel=\"noopener\">things to consider<\/a>, like <a href=\"https:\/\/visuallease.com\/lease-accounting-software-comparison-data-security-features\/\" target=\"_blank\" rel=\"noopener\">data security<\/a> and ease of migrating your current data.<\/p>\n<p>In this article, we\u2019ll explain 3 ways of migrating your data into a new <a href=\"https:\/\/visuallease.com\/software\/lease-accounting\/\">lease accounting tool<\/a> like Visual Lease. But first, we\u2019ll provide some tips for how to prepare your data so you get the most from your new system.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"What_to_do_BEFORE_you_migrate_data_into_a_lease_accounting_tool\"><\/span>What to do BEFORE you migrate data into a lease accounting tool<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Before you even begin to think about migrating data, take a step back and consider your goals for your new lease accounting tool. What lease data do you need to track to achieve those goals, and how do you want to manage it?<\/p>\n<p>This is a critical first step that many overlook. If you jump right into moving your current data (as is) into the new system, you\u2019ll miss opportunities to improve processes and get better results.<\/p>\n<p>The main goal is being compliant with lease accounting standards. However, if you\u2019re moving to a comprehensive <a href=\"https:\/\/visuallease.com\/solutions\/lease-management-software\/\">lease management tool like Visual Lease<\/a>, with a small investment of time upfront you can achieve much more. You can solve problems, streamline processes, save time, and save money.<\/p>\n<p>To make sure you capture all the data you need, now is the time to reach out to all the groups and stakeholders in your organization that work with leases. These might include Real Estate, Facilities Management, Legal and Procurement. Ask them what lease data they frequently need, and have to refer back to the lease documents to obtain. Make sure you plan to record that information in your new lease accounting tool, even if you\u2019re not currently tracking it now, or if you\u2019re tracking it somewhere other than where your financial data resides.<\/p>\n<p>The fact is, most organizations will need to gather additional data, even if they have lease accounting data in a legacy system. Here\u2019s some helpful information about the data collection process:<\/p>\n<p><a href=\"https:\/\/visuallease.com\/fasb-lease-data-cant-get-lease-abstraction-process\/\">FASB Lease Data You Can\u2019t Get From the Lease Abstraction Process<\/a><\/p>\n<h2><span class=\"ez-toc-section\" id=\"3_ways_to_move_data_into_your_lease_accounting_tool\"><\/span>3 ways to move data into your lease accounting tool<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>When people ask us about how they should migrate their data into a lease accounting tool like Visual Lease, the first thing we need to know is where the data currently resides. Generally, there are 3 options, or some combination of these 3 options:<\/p>\n<ol>\n<li>Lease data is stored in an existing database.<\/li>\n<li>Lease data is recorded in spreadsheets.<\/li>\n<li>Lease data is still in paper or electronic lease documents.<\/li>\n<\/ol>\n<p>Let\u2019s address each of these scenarios individually. If your lease data resides in more than one format (which is common) you\u2019ll have more than one process for getting all the data into your lease accounting tool.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Migrating_lease_data_from_existing_software\"><\/span>Migrating lease data from existing software<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>If you\u2019re going to be moving data into a lease accounting tool from an existing system, the first issue to address is data integrity. Has the data been regularly updated? Here\u2019s a question we ask when evaluating the state of the data: If you had to use this data for an <a href=\"https:\/\/visuallease.com\/preparing-for-lease-accounting-audits-your-comprehensive-checklist\/\">audit<\/a>, would you be comfortable doing that?<\/p>\n<p>Remember the old adage about \u201cgarbage in.\u201d Before moving any data, make sure it\u2019s <a href=\"https:\/\/visuallease.com\/how-to-ensure-complete-and-accurate-lease-data-for-lease-accounting-compliance\/\">valid and accurate<\/a>.<\/p>\n<p>Once you\u2019re comfortable that your data is in good shape, most of the time the rest is straightforward. Visual Lease provides data migration tools that integrate seamlessly with most existing databases. We can work with you to map your data and move it directly into the Visual Lease database.<\/p>\n<p>In the unusual case that our migration tools don\u2019t integrate directly with a existing system, the other option is to export Excel reports or flat files from your existing database, then import into Visual Lease. You might also choose to do this so you can validate and clean up your data before moving it into the <a href=\"https:\/\/visuallease.com\/switch\/\" target=\"_blank\" rel=\"noopener\">new lease accounting tool<\/a>.<\/p>\n<p>If needed, Visual Lease can take care of the mapping and the import for you. Or, if your team is comfortable with this task, they can use a Visual Lease import template (based on your new configured database) and do the import themselves. Of course, we\u2019ll always follow up with a sanity check to make sure everything is in place.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"How_quickly_can_I_import_large_lease_schedules_from_brokers_or_landlords\"><\/span>How quickly can I import large lease schedules from brokers or landlords?<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Most lease accounting platforms offer bulk upload tools that support large, complex schedules. The timing depends on the format and completeness of the data you receive. Clean, well-structured spreadsheets can often be imported within minutes. More complex schedules that require mapping, validation, or normalization may take longer. A reliable lease management platform provides data templates, automated checks, and support to help you streamline this process. These features reduce manual work and help you load high-volume schedules with confidence.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Migrating_lease_data_from_spreadsheets\"><\/span>Migrating lease data from spreadsheets<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>If you\u2019re keeping lease data in one or more <a href=\"https:\/\/visuallease.com\/4-reasons-to-avoid-excel-for-lease-accounting\/\" target=\"_blank\" rel=\"noopener\">Excel spreadsheets<\/a>, you\u2019re not alone! Plenty of very large organizations with hundreds or thousands of leases have been managing leases this way up until now. That\u2019s because leases were not very visible and centralized lease management was not a big priority.<\/p>\n<p>The good news is, getting your lease data into a lease accounting tool like Visual Lease shouldn\u2019t be very complex. It\u2019s a matter of mapping your data according to your newly configured database in the lease accounting tool, then importing.<\/p>\n<p>However, just like migrating from a database, you must do your due diligence and validate the data if there\u2019s any question about its accuracy.<\/p>\n<h3><span class=\"ez-toc-section\" id=\"Migrating_lease_data_from_lease_documents\"><\/span>Migrating lease data from lease documents<span class=\"ez-toc-section-end\"><\/span><\/h3>\n<p>Even if you have lease data in other systems or spreadsheets, chances are there is some data you\u2019ll need to obtain from your source lease documents. In that case, you\u2019ll need to extract the relevant data points from those documents (this is called \u201cabstraction\u201d) and either import or enter data manually into your lease accounting tool.<\/p>\n<p>If you don\u2019t have the resources to handle a large volume of lease abstraction, Visual Lease can take care of that task for you. Here\u2019s how it works:<\/p>\n<ul>\n<li>You\u2019ll need to send digital copies of lease documents.<\/li>\n<li>We build an abstracting scope, taking into account all the data that must be captured from the lease documents.<\/li>\n<li>We abstract all the relevant lease clauses and data points, and enter into your Visual Lease database.<\/li>\n<\/ul>\n<h2><span class=\"ez-toc-section\" id=\"Data_Cleansing_in_Migration\"><\/span>Data Cleansing in Migration<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Data cleansing involves identifying and correcting inconsistencies, duplicates, and outdated information in your current lease data. Cleansing your data ensures that only accurate, up-to-date information is transferred, which is important for accurate reports and complying with lease accounting standards. Inaccurate data, such as duplicate records or incorrect payment schedules, can skew financial results and lead to compliance issues.<\/p>\n<p>By doing a thorough review of your lease records, and making sure all relevant data points are complete and valid, you can start with clean, reliable data in the new system. Reach out to Visual Lease\u2019s team for assistance with this process.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Testing_Before_Full_Migration\"><\/span>Testing Before Full Migration<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Before executing the full migration of lease data into your new lease accounting tool, conducting a test migration is important. This allows you to assess whether the data formats, mappings, and configurations are correct, and it highlights any potential issues that could arise during the full migration. Testing with a small sample of your lease data helps identify errors such as incorrect field mapping or incomplete data and gives you the chance to correct these problems before moving all your data.<\/p>\n<p>It&#8217;s also an opportunity to verify the system&#8217;s functionality and make sure that all key fields and data points are properly entered. A test migration significantly reduces the risk of errors and ensures that the final data transfer is smooth and successful.<\/p>\n<h2><span class=\"ez-toc-section\" id=\"Updating_lease_data_in_your_new_lease_accounting_tool\"><\/span>Updating lease data in your new lease accounting tool<span class=\"ez-toc-section-end\"><\/span><\/h2>\n<p>Once your lease accounting tool is live, remember that you will also need a process for adding new records and making changes to existing records.<\/p>\n<p>For a large organization, it\u2019s not unusual to have multiple departments entering and updating lease data. For example, Real Estate might create a new lease record. Finance might need to approve it. Accounting will enter payment records.<\/p>\n<p>Here\u2019s our advice: make sure everyone who will be entering data receives training on the new lease accounting tool and understands your data entry workflow.<\/p>\n<p>A lease accounting software, like <a href=\"https:\/\/visuallease.com\/vl-platform\/\" target=\"_blank\" rel=\"noopener\">Visual Lease\u2019s platform<\/a>, not only ensures compliance with lease accounting standards, but also <a href=\"https:\/\/visuallease.com\/how-to-save-money-and-improve-roi-with-lease-accounting-technology\/\" target=\"_blank\" rel=\"noopener\">saves organizations time and money<\/a>. If your company needs assistance <a href=\"https:\/\/visuallease.com\/how-to-implement-lease-accounting-technology\/\" target=\"_blank\" rel=\"noopener\">implementing a new lease accounting software<\/a>, contact Visual Lease. Our team offers <a href=\"https:\/\/visuallease.com\/implementation\/\" target=\"_blank\" rel=\"noopener\">implementation services<\/a> for anyone who needs help implementing Visual Lease\u2019s technology.<\/p>\n","protected":false},"excerpt":{"rendered":"<p>When preparing to implement a new lease accounting software, one of the most important parts is importing data from your current leases to ensure compliance with lease accounting standards. Before&#8230;<\/p>\n","protected":false},"author":3,"featured_media":1364,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"content-type":"","footnotes":"","_links_to":"","_links_to_target":""},"categories":[170],"tags":[185],"company_size":[],"company_portfolio_size":[],"company_industry":[],"case_study_topic":[],"class_list":["post-1362","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-lease-accounting","tag-asc-842"],"acf":[],"aioseo_notices":[],"_links":{"self":[{"href":"https:\/\/visuallease.com\/wp-json\/wp\/v2\/posts\/1362","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/visuallease.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/visuallease.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/visuallease.com\/wp-json\/wp\/v2\/users\/3"}],"replies":[{"embeddable":true,"href":"https:\/\/visuallease.com\/wp-json\/wp\/v2\/comments?post=1362"}],"version-history":[{"count":0,"href":"https:\/\/visuallease.com\/wp-json\/wp\/v2\/posts\/1362\/revisions"}],"wp:featuredmedia":[{"embeddable":true,"href":"https:\/\/visuallease.com\/wp-json\/wp\/v2\/media\/1364"}],"wp:attachment":[{"href":"https:\/\/visuallease.com\/wp-json\/wp\/v2\/media?parent=1362"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/visuallease.com\/wp-json\/wp\/v2\/categories?post=1362"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/visuallease.com\/wp-json\/wp\/v2\/tags?post=1362"},{"taxonomy":"company_size","embeddable":true,"href":"https:\/\/visuallease.com\/wp-json\/wp\/v2\/company_size?post=1362"},{"taxonomy":"company_portfolio_size","embeddable":true,"href":"https:\/\/visuallease.com\/wp-json\/wp\/v2\/company_portfolio_size?post=1362"},{"taxonomy":"company_industry","embeddable":true,"href":"https:\/\/visuallease.com\/wp-json\/wp\/v2\/company_industry?post=1362"},{"taxonomy":"case_study_topic","embeddable":true,"href":"https:\/\/visuallease.com\/wp-json\/wp\/v2\/case_study_topic?post=1362"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}