What systems and processes do you have in place as a landlord?

[Chris Bingham]

Here are some of my current systems

I have a main website for all the properties I manage.

I set up a new website for each property with pictures and info on the property. These sites are referenced in each ad that I post online.

I have various ads already written up and ready to copy and paste along w/ a list of places to put my ads.

I use Google Docs for lots of stuff

I create an Income Statement for each Property in Google Docs/sheets

I have a google sheets list of all prospective tenants that inquire on the properties. I try to get their email so that I can contact them in the future if I find another room opening up and I thought they would be a good tenant to have.

I have my application set up online through the main website. Once the application is submitted I receive an email w/ all the application info.

Background and credit is all run online and the applicant pays for it.

Rent is collected electronically, automatically, online.

Leases are signed physically in person along with a fees sheet that includes some of the potential fees that can be charged. Their signed copy is immediately scanned and emailed to them for their record keeping.

I 3-hole-punch the lease and add it to a big binder. Each property has info in it that I need including the lease, mortgage info, utilities, property info, and tenant communications.

I have also created Google docs for certain notices that get used repeatedly so that I can change a couple things and print it out.

I continue to search for more ways to automate the business. I am in the process of creating an operations manual that can be used to train an administrative assistant as I expand the business.

I would love to hear of any other business systems that other are using in their rental property business. 

What systems do you use? and Why? What would you add to my processes? I'd love to hear your input.

[Robert Melcher]

@Chris Bingham Wow, I wish I had your energy!

You've covered your bases well.  I would only recommend one thing that will big a big plus:

eliminate paper storage.  Every document we have is archived electronically and stored/backed up off-site. The paper is shredded.  We removed a 50-foot wall of horizontal files once the archive was complete.  I believe the building actually rose an inch!  Our offices are neater, our desks lost the clutter, and my ScanSnap can do a 16-page lease into file storage in under a minute. Done!