How do you keep up with maintenance for multiple properties?

Not talking about doing/completing maintenance but what and when different things were replaced and/or repaired at each property.

As time progresses, I no longer trust my memory. I find myself going through years of bookkeeping to find the month/year XX was replaced or repaired at YY property.

How many properties and what kind of maintenance?

I want to make sure I’m not missing anything is why I’m asking.

I make repairs as they come up or are noticed. I have a spreadsheet with the dates/ages of roofs, water heaters and AC units and filter sizes. Of course any required updates or repairs are also done at every turnover.

I make a point to check on exteriors at least yearly to check on tree work needed or gutter cleaning. And look for screens needing repair on screened rooms and windows. Also take this time to vacuum out AC drain lines as preventive maintenance- for those not capable or trusted to do it themselves. I probably should more routinely check dryer vents which is done at turnover and I do do for a couple with longer exterior runs (to direct them away from the AC Condensor).

I use a binder. Each page is a SFH with alphabetical tabs and clear holders. Has each item in the home with serial numbers model and when installed.

In our paperwork room we keep all records and one box is used to keep the different booklets for appliances and hvac items. No particular order but everything with a booklet -- the booklet is kept.

On my desk is what I call the 3 W's sheets. Who, What, Where. When a call comes in the 3 lines are filled in. If Freon was used how much weight wise and what the fix was. Those (3.8 sheets) go into the current tenant file who called it in.

Lisa,

You do a Spreadsheet. Is it a spreadsheet for each property? Or do you have multiple properties on the same spread sheet.

I too was thinking of a spreadsheet design. But having difficulty picturing the organization of it.

Could give me an idea of how you setup your spreadsheet?

To answer your question...Mainly major repairs or replacements, roof, WH, AC, Kitchen appliances, windows, outside living areas (decks -porches), exterior trim and outside paint. Inside paint usually happens at turnovers.

Myob,

If I understand you correctly, you keep a running list for each property.

I too had thought about that type of organization.

I use a system of folders that are organized first by address, then as each is opened, folders for details by area of interest are revealed. Additionally, my check register contains much of the information.

in the past I made an effort at maintaining every date of purchase of refrigerator, floor covering, C/A paint, ect. I found no use for it besides satisfying my curiosity.

In my accounting software when I enter expense items I put it against a specific property and enter notes where appropriate. A note might be "water heater replaced". I don't keep a crazy amount of detail just the basics.

The software has the ability to generate viewable reports for a specific property, specific years, etc. and I can scan through the notes to see when the water heater was replaced. It's pretty quick, I have used it several times when filling out paperwork for a new insurance company.

Because I'm a contractor working for many other professional landlords, besides being a landlord myself, I inspect each property annually for general maintenance -- then file a "report" to each owner. I also do a limited visual inspection each time I'm at a property for any reason.

Most people would think it's bad to listen to an independent contractor because he wants to "generate" more business! But each client has the ability to get a second opinion.

I instruct each landlord to put my report into the respective properties file and review files every few months.

In one case a client called me recently because an apartment is due for a main sewer line snaking. That property has many root growing plants that grow into the sewer line. Every 2 years I camera it, snake it and install a foaming root killer agent.

I use a "Master" Checklist for Seasonal and Preventive Maintenance. I then use the same checklist for each property. So far example, with my upcoming Fall Checklist, I will simply follow the checklist for each property, but will tend to do each item for all properties about the same time, before moving on to the next item on the checklist.

So if the item happens to be check gutters. I will check the gutters for each of the properties within the same week or so. By doing the same item for all properties at the same time, I or (in my case) the person doing the work can stay focused on checking specific concerns common to that task and also if any supplies or materials have to be purchased, they can be purchased in bulk at the same time.

Once that maintenance item is completed, on to the next item on the checklist for all the properties. Now if I have different individuals handling different maintenance items, I will have multiple items being done at the same time. For example, the person who normally handles my roof repairs inspections and upkeep may be checking the gutters on all properties, while one other person who normally handles plumbing issues, may be doing the maintenance check for water heaters the same week for all the properties.

Once when go through the 10 point (or whatever the number) checklist, we put the Fall Checklist away until the next quarter when we pull out the Winter Checklist.

My spreadsheet is pretty simple. I had 32 units but am down to 22.

I just have each property listed vertically in the left column and each item listed across the top (AC, roof, water heater, filter size). I just looked and my sheet actually has a column for security deposit and insurance policy number as well so I must have wanted a quick way to refer to those).

For a simple low cost spread sheet I use basic Excel, but you do need some good Excel skills.

Year on the top row. such as 2020 thru the purchase year.

First column on the left is the expense - insurance-tax- painting-ac and as many as you may need to add.

Tabs at the bottom represent the address of the unit

Insert Comments in each field as needed to say - ID the WH and its repair/change-out date.

My spreadsheet is a good clear detail of start to finish for any expense - income - profit - year to year for any unit

As an example I can easily see the year to year increase in taxes and insurance

Add columns - lines - tabs - comments as needed

Auto sum can give you profit over any number of years

I only have one rental at the moment but am maintaining four properties and handling my mothers affairs and also do all of the maintenance and repairs and detailing ect.... on the vehicles and equipment. It is a full time job. I use Excel spreadsheets to keep track.