Use a tiered approval process to give them control over larger expenditures while enabling quick resolution of smaller issues.2.Proactive Maintenance: Implement preventative maintenance programs to reduce costly emergency repairs and extend the lifespan of property systems.3.Monthly Reporting: Deliver detailed monthly financial statements that outline expenses, rental income, and ROI performance.By handling their funds with care and providing transparency,  trust is built with owners, ensuring they feel confident in the relationship.Making Tenants Feel HeardHappy tenants are the foundation of long-term occupancy and reduced turnover.

I maintain even break even on valuation (which is rare in SF Zoned areas), the ADU has big disadvantages versus new property acquisition including financing, level of effort, rent control, prop tax being based on cost rather than value added, length of time including length of time from first expenditures to first income, reduction of something from existing unit (in your case existing home lost its garage).Did you see starting next year Mf can add an ADU per unit up to 8 units without any affordable housing concessions?

No longer possible with the calorie deficit eating this damn rabbit food.

@Drew Sygit The verbiage in our management agreement is as follows: make, contract, and/or supervise repairs, alterations, and/or decorations to Property; to purchase supplies and pay billstherefore; Broker agrees to secure the prior approval of Owner for all expenditures estimated to be in excess of $500.00 forany one item, except monthly or recurring operating expenses and/or emergency repairs in excess of the maximum, if inthe opinion of the Broker such repairs are necessary to protect the property from damage or to maintain services to thetenants as called for in their leases; in the event that Owner is unreachable after multiple contact attempts for more thanforty-eight (48) hours to approve a repair in excess of the above amount, Broker shall be considered authorized to makesuch repair.I've been contacted about high ticket items in the past but these "make readys" are done without approval. 

Without this, it’s tough to calculate a realistic cash-on-cash return or DSCR (Debt Service Coverage Ratio).Condition of the Property: Are there any deferred maintenance or capital expenditures needed in the short term?

If it’s an older property or has deferred maintenance, you might want to lean toward the higher end.When it comes to CapEx (capital expenditures), planning for major replacements like roofs, HVAC systems, and appliances is key.

However, this strategy doesn’t eliminate the need to budget for repairs and capital expenditures (CapEx).You’re right that without cash flow, unexpected expenses like emergencies or major repairs can be risky.

Don't forget to budget for capital expenditures!

Are there more capital expenditures coming?

For example, in C class neighborhoods, you might see higher tenant turnover and more wear and tear, which can increase costs over time.It’s also worth factoring in reserves for capital expenditures (CapEx), even if major items like roofs and HVAC systems are new.