I'll be more careful with my wording next time.Do you write all the system and procedures in a word file or excel?

@Bruce Weyer Your procedures as far as accruing your property tax and creating a bank sub-account for your reserve are perfectly fine since it serves your purpose without skewing the numbers. 

Oviously we need an attorney for this.Here's our procedure list so far.

This is correct procedure.

So I guess my question is...If a tenant contacts you with accidental damage they caused- what's your procedure?

Quiet Titles are filed in the Court of common Pleas, and while you can technically do it yourself, there are procedures and local rules that have to be complied with. 

:)  I wouldn't recommend going that route.What you list in your question are both standard operating procedure and are done to protect all parties involved from tenant to management company to owner.  

If the money is not in their account, what late fee and eviction procedure do you use?

I would ask the realtor outright if he's in contract with owner/show me the payoff statement but i dont want to offend him just in case this is all normal procedure in pre-auction deals.

Read Florida Statute FS 509.141 titled Refusal of admission and ejection of undesirable guests; notice; procedure; penalties for refusal to leave.Hope this will help.