You’re absolutely on the right track.

I have always used an excel spreadsheet to track/categorize all my purchases and then sent it to my accountant to prepare my taxes.

I'm curious why you track / what practical benefit you get from this bit:"Track behavior, not stories.

@Mikai StewartI think as a small multifamily operator Costar feels like overkill, you should try something leaner like Buildium or AppFolio both of these handle leasing, tenant tracking, maintenance requests and accounting but without being very pricing.

Quote from @Jules Aton: Regardless of mentoring being transactional or not I do appreciate your graciousness and wanting to assist or at least not be a cumbersome undertaking.

It's a bit of a luxury item, so probably not appropriate to buy until you have "made it", but my Stiletto titanium framing hammer is super dreamy.Two other tools that have been game-changers for me are my chord-less nail guns (Metabo) and my track saw (Makita). 

I need assistance connecting with lenders in my area who specialize in my circumstance. 

@Sherelle Montague That’s a smart move—especially locking in a property with both units under one loan and using the assistance to keep cash reserves for repairs and surprises.

I track all my expenses monthly.

All you need is a single place to track tenant information, payment history, maintenance, and a few other things.