Tenant Communication & Service
☐Are after-hours emergency calls handled by a system — or by your personal phone?
☐Is the average maintenance request response time under 24 hours, and do you actually measure it?
☐Do tenants have a self-service portal for rent payments, maintenance requests, and lease documents?
☐When a maintenance request is completed, does the tenant get a follow-up asking if the issue was resolved?
Leasing & Vacancy
☐Do you know your average days-to-fill for vacant units — and how it compares to your market?
☐Are vacant units listed across multiple platforms automatically, or does someone post manually to each one?
☐Is the lease renewal process initiated 90 days before expiration — not 30?
☐Do showing requests get a response within 1 hour, or do prospective tenants wait until Monday?
Owner Relations & Reporting
☐Are owner statements delivered by the 10th of each month — consistently, without chasing?
☐Do owners receive proactive updates on major repairs, vacancies, and market conditions?
☐Can an owner log in and see real-time financials, or do they have to email you for a report?
Vendor & Maintenance Operations
☐Do you have at least two vetted vendors for every common trade (plumbing, HVAC, electrical)?
☐Are vendor invoices compared against the original work order before payment?
☐Is there a preventive maintenance schedule for each property — not just reactive repairs?
Move-In / Move-Out & Compliance
☐Is every move-in and move-out documented with timestamped photos and a signed condition report?
☐Are security deposit dispositions completed within the legally required timeframe — every time?
☐Is your lease template reviewed by an attorney annually for compliance with current state and local laws?
Financial & Growth
☐Is rent collection automated, and do late fees apply consistently — no exceptions, no awkward conversations?
☐Are trust account reconciliations completed monthly and documented?
☐Could you onboard 20 new units next month without hiring — or would your systems break?
Score Yourself
0–7 checked — Critical gaps. Your portfolio may be growing, but your operations are not keeping up.
8–14 checked — Room to grow. You have the basics, but scaling will expose the weak spots.
15–20 checked — You are ahead of most property managers. Time to systematize and delegate.
Want help closing the gaps? holyautomation.com/free-audit.html