Can I estimate my record usage for a future integration?

Last updated: January 8, 2026

Unfortunately, we're unable to provide accurate estimates for record usage on integrations, even when you provide specific counts like the number of units, leases, or residents that will be synced.

Here are some of the challenges we face if trying to estimate usage:

Complex data hydration - Some of our data tables require multiple API calls to fully populate the data, meaning a single record in your system may result in several records being consumed during the sync process.
Backsyncing vs. regular syncs - If you perform an initial historical data sync followed by regular ongoing syncs, the usage patterns vary significantly between these types. A backsync will bring in all historical data, whereas we use variable lookback periods for each data model during regular syncs, so even if you know exactly how many units are in your system, not every unit will be synced each time. It's nearly impossible to predict which records will fall within the lookback period for any given sync.
Behind-the-scenes filtering - Property management systems perform extensive filtering that isn't always visible to end users, which means you may be syncing data you weren't aware existed in your system.
Relationship dependencies - Changes to a single record often trigger updates to related records across multiple tables. For example, updating a lease may also sync associated resident data, unit information, and transaction history.
Variable record volumes - Records like leads, applicants, and service requests can fluctuate significantly over time based on your business activity. Since we use date filters to determine which records to sync, the volume can vary dramatically depending on how many new records are being created in your property management system during any given period.

How can I get a better understanding of my potential record usage?

If you already have existing integrations:

If you're already running production integrations, you can review your historical usage on the sync schedule page. This will show you the record consumption across your syncs, allowing you to reconcile actual usage patterns and better predict future needs.

If this is your first integration:

The best approach is to start with a production integration and run some test syncs. Here's how to gauge your usage:

Set up a test environment - Use a production account with production data.
Run a sync - Trigger a sync for the data models you plan to use.
Review the sync schedule page - After each sync completes, check the sync schedule page to see how many records were processed for each particular model.
Deactivate the test environment - once an idea of record usage per sync has been obtained, deactivate the production integration to avoid future syncs happening automatically, as this will otherwise count towards your usage.

If you already have existing integrations:

Note on sandbox integrations:

The sync schedule view does not work for sandbox integrations. If you would like to know your usage on a sandbox integration, please reach out to Propexo support.