You only need a place to track tenant information, payment history, maintenance, etc.

What are the best strategies you’ve used to minimize this risk and keep projects on track? 

I also built 4 other homes on the other side of the tracks that sold for 2 to 3 million each and they were no more than probably 1 mile as the crow flys.

I don't understand how you can't track them down.You could stop paying HOA dues, and that will force them to contact you.As for the PM, I would instruct them to hold off on painting until the termite issue is resolved, which includes providing you with contact information of the HOA board.

Given this is the 21st century with internet & AI, you'd think the state governments would create an easier way to track all this!

There's a ton of resources here on BiggerPockets, you're on the right track! 

and for anyone that doesnt know, this guy helps track a lot of ways to get points.https://thepointsguy.com/

That is why the acronym BRRRR is so popular and it has a track record of winning because inside that BRRRR is a metric that can be measured and replicated.

They offer competitive terms and have a robust track record, but you may find their rates and points can vary based on the specifics of the deal.Roc Capital: They focus on fix-and-flip loans with favorable LTVs, and they’re known for quick underwriting.

Borrower Types: The Professional - HM Lender will cut sweet-heart deals to keep these borrowers around Experienced real estate investors Regularly engage in property transactions Typically have a track record of successful projects The Newbie - Charge Higher everything as the risk is higher as no experience Novice investors or first-time borrowers Limited experience in real estate Seeking to build their investment portfolio The Deadbeat - Only lend if the deal is so SWEET, they can't lose if they take the property from the Borrower Borrowers with poor credit history or financial difficulties High-risk borrowers May struggle to secure traditional financingThe lender will do an application on the deal/borrower and some standard docs they require are:Hard Money Application / ExperiencePurchase contractARV report – COMPS – See * Redfin*Pictures of Property – most people use Dropbox to shareProof of Funds – Down / Reserves (Bank Statements)Personal identification (ID or passport)But usually if the deal is sweet enough, they will do it anyway because if the deal goes south, there is so much equity/value in the property that the HM lender can't lose.