The prospective tenants signed the "Agreement to Execute Rental Agreement" this past Saturday and provided the holding deposit, and now I need to send them the actual rental agreement. 

Nothing exciting* Contacts - people that are in properties and or have been historically* Leases - term, amount, contact and the signed agreement* Files - closing docs, appraisals, insurance, etc. grouped by Property* Income - amount, date, property, attachments, category (rent vs lease option fee, etc)* Expenses - actual expenses, date, property, attachments (mortgage, capex, maintenance, turn, etc.)* Reserves - savings from each rent payment for future expensesIf you wanted to use more like a PM, you could set up an online form for tenants to input requests and include attachments and track maintenance through it.Hope that helps.PS - I still use Excel for projections/modeling

They came to me together wanting to rent the house, passed all screening, and signed a year lease.

My one question is: Have they signed a new lease in any form?

This is always important and while rates and fees are important, things like closing on time, having the money available, appraising the property correctly, what their maximum "Loan to Value" is, are all going to be CRITICAL to the success of your transaction. 

Compare to 5 year ago, the appreciation on average is over 75% ($425K then - $750K now) and the rents increased over 55% with no sign of stopping, vacancy is basically 0%, abundance of tenants looking for houses.  

Would the HML be considered a cash transaction...Thanks!

Speaking of today, I just got done signing the loan guarantor docs on a 400+ unit apt building worth over $30M that my company is closing on tomorrow.

One thing's for sure: GC definitely wants people to sign up for his new Cardone Capital fund :)

While it is possible to do the partnership with your IRA there is a likelihood that such transaction can lead to prohibited transaction, thus disqualifying your IRA.