How to properly account for expenses on a rental portfolio.

[Lazaro Dinh]

We are under contract to purchase 40 duplexes in Florida, 100% rented, class A and some B with long term tenants. The 40 buildings are in good shape with 60% of AC units being less than 5 years old and 90% of the roofs are in perfect condition. Year build range from 2007 to 2017. I am stuck on what % to account for repairs, vacancies and management cost.

I want a management company that cares about my expenses and pays all debts, mortgage payments, taxes and utilities. Does anyone have at least 2 to 3 years of experience on something like this? I am mainly concerned about what to account for repairs NOT capital improvements as they will come out of a separate account and will be added to the basis cost for depreciation.