Never EVER accept or agree to accept any tenant without properly conducting all points of discovery and creditworthiness [ability to pay], background [character] data [patterns of behavior in past residences], etc.

This deal showcased our efficient strategy and ability to deliver profitable outcomes swiftly.

Seems like there is a bit of Dave Rambsy elements in there that need to move away from but here is a course of action:1.

I define ready by having ability to lose 100% of the investment you are making and still be able to pay your bills 

There was no focus or specialization ( like working in my unique ability) and the word leverage, and I’m not just referring to capital here, never entered my mind.

Phenomenal CoC returns, recycle your money, ability to scale, etc. 

If you can not guarantee the ability to close, why are you entering into the contract?

Syndications are extremely risky investments where one has no control over their investment, no ability to liquidate their investment, no control, no title, and no way of verifying the investment promoter's claims. 

I have a Google Sheet that I'm using to track different elements of the project but I'm wondering if folks have success using other software that they can share with me?

I do have the benefit of experience in real estate, own 30 rentals, and manage 200 storage units so I know the business fairly well and am confident in my ability to figure things out on my own.