I am wanting to create a list, most likely on an Excel Spreadsheet, for the ages of things, such as roof, HWH, electric panels, wiring, plumbing supply and drain lines, windows, doors, painted walls, smoke detectors, fire extinguishers, floors, ect.

First thing illuding me is what to call it.

What should I title or label the list or folder?

What all items should be included?

If you do this on Excell, how do you have yours set up?

Do you create a separate sheet for each property?

Do you put it in a different folder for each property?

Is there something else I need to do that I am not asking?

Separate sheet for each property.

I call it maintenance and expected repairs.

Put all the major systems in one part (HVAC, electric, plumbing, roof, flooring, etc) and the minor stuff in another part (painting, screens, maintenance stuff).

I just keep them separated. ("Keep em separated!" thanks Offspring).

You'll have to fiddle around with it to get it to work for you and the way you do things.

I sent you a spreadsheet.

When I created a scheduled maintenance list, I provided Sub-Sections. Like Smoke Detectors. Hardwire with Battery back up. 9-volt battery replaced every year. 10 year worry free lithium battery, replaced every 9 years.

6x6 that is a great plan of action.

I have done this, well similar. I have a spreadsheet that I track things on as well as a simple word type doc that I have listed certain things I do with each property. Such as when detectors were installed, when I put DE in the electrical boxes, room sizes as well as total sq. ft. for things like floor tile or carpet.

This has motivated me to grab these files and combine everything into one master file that has all the properties broken out in their own sheets.

Not only will this make finding the info easier, I could better track how often things need replaced.

Buy once, cry once.

I had a very simplistic file when we first started out. Just the basic money in and money out. All thrown in together.

Over the years I started tweaking that file. Still not perfect by any means but I can tell how much we spend, what we bought, if it was a capital expense, labor only, insurance, taxes, etc.

Taking a little time every once in a while has set us up for being able to more closely tell what we are doing.

Now I am at the point where I like adding to the file(s). That is why I mentioned that your thoughts motivated me to streamline even more.

The best part is it costs nothing but a little bit of time. Well that and it helps me to realize why we do what we do.

As a matter of fact I just this second decided that I will combine all the insurance payments we make and put it on a single line, just so when I go shopping for better rates I have a better idea of what we spend. That will probably put me in a sad mood for a bit, but it shouldn't take more than a couple minutes to do and then it will always be there.

I know we could buy a PM package and it would do all of this for us, but for now it keeps me more hands on with what is happening.

... and I am done.

With the exception that I need to get the insurance costs that are escrowed.

So I did make more work for myself after all.