Accounting and Project Tracking?

[Victor Steffen]

Hello All,

How do you keep track of expenses for each of your properties? I'm paying utilites for some units, other unit's utilities are paid by tenants. Some units I need to pay trash, others are in communities with free trash pick up. Some units have the tenants covering maintenance and landscaping, and I'm hiring a crew to care for other properties. Also- several units are at different stages in their rehab or have fixes that need to be completed. 

How do you keep everything straight?? I am worried that a bill will fall through the cracks and one of my units will have their water turned off or a faulty floorboard will go unfixed for months or something similar.

What systems do you use to track expenses and "status" of each unit?

Thank you!