How are you personally analyzing your properties year to year?

[Jeremy H.]

I'm taking a little bit of a break this year to focus on scaling, streamlining and re-strategizing going forward. Part of my plan is to better track my existing portfolio. I may plan to pivot to a different area in the future. 

My properties are all property managed so I get the monthly and annual statements from them. I'm considering taking the numbers from there (they do calculate cashflow, % vacancy, % repairs and all that) and making spreadsheets with graphs/charts so I can track everything on a property by property basis and the portfolio as a whole. 

I also want to plan exit strategies when the return on equity gets low. I track everything at the "buy" on a spreadsheet as far as income, expenses, CoC return, ROI and have another spreadsheet to estimate and track all rehab costs. I track everything tax related as well.

I'm planning to have ROI, rents, cashflow, expenses, debt service, repairs/maintenance, return on equity, appreciation (I think this works over the long-term, kind of hard to predict in the short term especially with what we've seen in the last few years, but I usually conservatively estimate this anyway at 2%) and return on equity. Probably need to run some IRR numbers with different sales possibilities as well.

How do you all personally track your properties? My portfolio is still relatively small so I can input this info manually, I think it would take me maybe a couple hours at the end of the month. 

Anything else special you track that helps analyze your properties? Payback period? When the best time to sell is (when return on equity gets below a certain point consistently?)