How to stay organized with portfolio of properties

[Natasha Keck]

I'm wondering how others with more than just a handful of properties stay organized. I have 25 properties, all professionally managed, so I'm largely keeping track of HOA, leases, property taxes, insurance, mortgage statements & income statements. Right now I'm using QuickBooks for the book keeping, and a simple file structure that looks like this:

Property name

• Purchase docs 
• Pictures
• Tenant leases
• Paper trail
  • Year 1 (e.g. 2015)
    • Insurance
    • Mortgage Statements
    • Owner Statements
    • Property Taxes
    • HOA
  • Year 2 (e.g. 2016)

I also have been using Excel to keep track of the occupancy status of properties and vacancy.  How are others organizing their portfolio?  Do you have a file structure?  Are you using a software package?