Role catalogs

Property Manager workflow catalog

a real estate professional who runs a residential or mixed-use community, overseeing residents, maintenance, leasing and finances

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401
workflows in this catalog
1
industryProperty Management 401
11
areas of workLargest: Maintenance & Facilities (53)
1.2M
hrs/yr across these workflowsPlanning estimates from the Process Atlas

Property Manager

Area

401 workflows

Property Manager · 11 areas · about 1.2M hrs/yr

Property Management (401 workflows)

Maintenance & Facilities (53)

about 345,138 hrs/yr

  1. Maintenance request intake (Daily, about 7,750 hrs/yr) Request intake captures maintenance requests from the resident portal, phone, email, and call center, with unit, problem description, photos, permission to enter, and pet information.
  2. Emergency request triage (Daily, about 7,750 hrs/yr) Emergency triage separates requests that threaten life, safety, or property (gas odor, fire, flooding, no heat in winter, sewage backup) from routine work, and dispatches on-call staff.
  3. Technician assignment (Daily, about 7,750 hrs/yr) Technician assignment gives each work order to a technician with the right skills, certifications, and schedule capacity, considering building location and parts on hand.
  4. Vendor dispatch (Daily, about 7,750 hrs/yr) Vendor dispatch sends work beyond in-house skill to an approved vendor with scope, access details, and a not-to-exceed amount, after confirming the vendor's insurance is current.
  5. Resident appointment scheduling (Daily, about 7,750 hrs/yr) Appointment scheduling arranges a time for a technician or vendor to enter the unit, confirming the resident's availability or permission to enter and any legally required notice.
  6. Access permission confirmation (Daily, about 7,750 hrs/yr) Before a technician enters an occupied unit, permission to enter, pet containment, alarm codes, and any legally required notice of entry must all be confirmed.
  7. Technician mobile notes (Daily, about 7,750 hrs/yr) Mobile notes capture what the technician found and did, parts used, time spent, and follow-up needed, typed or dictated into the mobile work order app.
  8. Photo documentation (Daily, about 7,750 hrs/yr) Photo documentation attaches before and after photos to work orders, inspections, and damage reports as evidence for residents, owners, insurers, and deposit disputes.
  9. Maintenance labor time entry (Daily, about 7,750 hrs/yr) Technician hours are recorded on each work order for productivity tracking, payroll, and, where policy allows, billing labor back to owners or residents.
  10. Parts/material usage (Daily, about 7,750 hrs/yr) Parts usage records materials drawn from shop inventory or bought for a work order, with quantity and cost, so inventory counts, job cost, and resident chargebacks are accurate.
  11. Resident completion notification (Daily, about 7,750 hrs/yr) Completion notification tells the resident the work is done, what was done, and how to reopen the request if the problem continues.
  12. Resident satisfaction follow-up (Daily, about 7,750 hrs/yr) After a work order closes, residents get a short survey.
  13. Preventive maintenance scheduling (Daily, about 7,750 hrs/yr) Preventive maintenance scheduling sets recurring tasks for HVAC service, water heaters, roofs, gutters, fire equipment, and appliances by interval, generating work orders ahead of each due date.
  14. Preventive maintenance execution (Daily, about 7,750 hrs/yr) PM execution completes the scheduled tasks and records findings, readings, parts, and photos, raising corrective work orders when an inspection turns up a problem.
  15. HVAC filter program (Daily, about 7,750 hrs/yr) The filter program replaces HVAC filters in every unit and common system on a fixed cycle, tracking filter sizes, units completed, units where entry was refused, and stock on hand.
  16. Fire/life safety inspection (Daily, about 7,750 hrs/yr) Fire and life safety inspections cover alarms, sprinklers, extinguishers, emergency lighting, and fire doors on the schedule set by fire code and the local authority, with vendor reports kept on file.
  17. Elevator inspection tracking (Daily, about 7,750 hrs/yr) Elevator tracking follows state or city inspections, certificate expirations, vendor maintenance visits, and deficiency corrections, and keeps the current certificate posted in the cab or machine room.
  18. Pool inspection tracking (Daily, about 7,750 hrs/yr) Pool tracking records health department inspections, permit renewals, chemical logs, and safety equipment checks for community pools and spas throughout the season.
  19. Generator test tracking (Daily, about 7,750 hrs/yr) Emergency generators need scheduled test runs, load tests, fuel checks, and service visits, each logged as the fire code and the manufacturer require.
  20. Roof inspection tracking (Daily, about 7,750 hrs/yr) Roof tracking schedules inspections after storms and on a seasonal cycle, records findings and photos, and follows warranty terms and any repair work orders.
  21. Building systems meter reading (Daily, about 7,750 hrs/yr) Meter reading records electric, gas, water, and BTU meters for building systems and common areas, feeding utility billing, energy tracking, and leak detection.
  22. BMS/IoT alert response (Daily, about 7,750 hrs/yr) Alert response handles alarms from the building management system and IoT sensors (leak detectors, freeze sensors, boiler faults, access control), triaging each and dispatching staff.
  23. After-hours call intake (Daily, about 7,750 hrs/yr) Outside office hours, resident calls reach the answering service or call center.
  24. On-call escalation (Daily, about 7,750 hrs/yr) On-call escalation moves an unanswered emergency page up the chain (technician, supervisor, manager) until someone responds, with every attempt and time recorded.
  25. Capital vs repair classification (Daily, about 7,750 hrs/yr) Classification decides whether work is an operating repair or a capital improvement under the company's capitalization policy, which sets the budget line, GL account, and depreciation.
  26. Warranty repair check (Daily, about 7,750 hrs/yr) The warranty check confirms whether an appliance, roof, HVAC unit, or new construction item is still under manufacturer or contractor warranty before anyone pays for a repair.
  27. Maintenance purchase request (Daily, about 7,750 hrs/yr) A purchase request asks for parts, tools, or materials for a work order or shop stock, listing item, quantity, estimated cost, and vendor before a PO is issued.
  28. Parts inventory replenishment (Daily, about 7,750 hrs/yr) Replenishment reorders shop stock such as filters, bulbs, smoke detectors, and plumbing parts from approved suppliers when on-hand counts fall below the minimum.
  29. Key/access control maintenance (Daily, about 7,750 hrs/yr) Access control maintenance manages master keys, key logs, lock cores, fob systems, and access codes, including periodic audits of who holds what.
  30. Pest control scheduling (Daily, about 7,750 hrs/yr) Routine and requested pest treatments need scheduling, the resident notice the law requires, preparation instructions for each unit, and the vendor's service reports on file.
  31. Landscaping scheduling (Daily, about 7,750 hrs/yr) Landscaping scheduling coordinates mowing, pruning, irrigation, and seasonal plantings with the contractor and checks completed work against the contract scope.
  32. Janitorial scheduling (Daily, about 7,750 hrs/yr) Janitorial scheduling sets cleaning of hallways, lobbies, amenities, and trash rooms, and checks completion against the frequency and scope written into the contract.
  33. Snow removal dispatch (Daily, about 7,750 hrs/yr) Snow removal dispatch calls the contractor when snowfall reaches the contract's trigger depth, tracks plowing and salting times, and records conditions for liability purposes.
  34. Trash/recycling service issue (Daily, about 7,750 hrs/yr) Missed pickups, overflowing containers, damaged compactors, and hauler billing problems are reported and tracked until each trash or recycling service issue is resolved.
  35. Utility outage response (Daily, about 7,750 hrs/yr) Outage response handles power, water, or gas outages: checking the utility's outage map, notifying affected residents, dispatching staff, and recording the event.
  36. Water leak response (Daily, about 7,750 hrs/yr) Leak response stops the water, protects residents and property, documents damage with photos, dispatches mitigation, and starts insurance and resident notification.
  37. Mold/moisture incident response (Daily, about 7,750 hrs/yr) Mold response investigates reported mold or moisture, finds the source, schedules remediation, documents conditions, and follows any state disclosure or remediation rules.
  38. Insurance-related repair tracking (Daily, about 7,750 hrs/yr) Insurance repair tracking follows repairs covered by a claim, separating costs by claim number and tracking reimbursements received from the insurer.
  39. Facilities inspection (Daily, about 7,750 hrs/yr) Facilities inspection walks the property on a set schedule, checking building exterior, parking, lighting, signage, safety equipment, and amenities, and logging every deficiency found.
  40. Common area inspection (Daily, about 7,750 hrs/yr) Common area inspection checks hallways, stairwells, laundry rooms, fitness centers, pools, and grounds for cleanliness, damage, and hazards, often every day.
  41. Code violation corrective work (Daily, about 7,750 hrs/yr) Violations cited by city or county inspectors must be fixed within the deadline on the notice, with completion documented and a reinspection requested.
  42. Property condition assessment (Daily, about 7,750 hrs/yr) A property condition assessment surveys roofs, structure, building systems, parking, and units to estimate remaining useful life and capital needs that feed the capex plan.
  43. Work order creation (Daily, about 2,250 hrs/yr) Work order creation turns an approved request into a work order with category, priority, unit, access instructions, assigned technician or vendor, and target completion date.
  44. Work order prioritization (Daily, about 2,250 hrs/yr) Emergencies first, then units with scheduled move-ins: prioritization orders open work by urgency, resident impact, make-ready deadlines, and technician availability.
  45. Work order status update (Daily, about 2,250 hrs/yr) Status updates keep each work order current (scheduled, in progress, waiting on parts, waiting on vendor, completed) so residents and managers can see where every job stands.
  46. Work order completion (Daily, about 2,250 hrs/yr) Completion closes a work order once the work is verified: notes, photos, time, and parts recorded, the resident informed, and any chargeable damage identified.
  47. Work order reopening (Daily, about 2,250 hrs/yr) Reopening restores a closed work order when the problem recurs or was never fixed, linking the new visit to the original so repeat repairs are tracked.
  48. Open work order aging (Daily, about 2,250 hrs/yr) Aging tracks how long each work order has been open against the property's completion standard for its priority, so late jobs surface before residents complain.
  49. Work order cost review (Daily, about 2,250 hrs/yr) Cost review checks labor, parts, and vendor charges on completed work orders against the expected cost for the category, spotting overbilling and resident-chargeable items.
  50. Resident damage work order (Daily, about 2,250 hrs/yr) A resident damage work order records repairs caused by a resident or guests, prices the labor and materials, and bills the resident as the lease allows.
  51. Maintenance backlog review (Daily / Weekly, about 546 hrs/yr) Backlog review examines open work orders by age, category, and technician, finds jobs stuck on parts, vendors, or access, and assigns actions to clear them.
  52. Technician productivity review (Daily / Weekly, about 546 hrs/yr) Work orders completed, hours logged, first-time fixes, and callbacks are compared technician by technician, adjusted for job difficulty and make-ready work.
  53. Vendor performance review (Daily / Weekly, about 546 hrs/yr) Vendor review scores contractors on response time, completion time, callbacks, invoice accuracy, and insurance compliance, informing future dispatch and contract renewals.

Resident / Tenant Lifecycle (44)

about 167,171 hrs/yr

  1. Move-in checklist (Daily, about 3,875 hrs/yr) The move-in checklist confirms everything is done before keys change hands: lease executed, funds received, insurance proof on file, utilities transferred, unit inspected and ready, keys and access prepared.
  2. Key/access credential issuance (Daily, about 3,875 hrs/yr) Credential issuance assigns keys, fobs, garage remotes, mailbox keys, and smart lock codes to the new resident, logging serial numbers and deactivating anything left active from the prior resident.
  3. Move-in inspection (Daily, about 3,875 hrs/yr) The move-in inspection documents the unit's condition room by room, with photos and the resident's signature, creating the baseline used at move-out to judge damage.
  4. Resident ledger verification at move-in (Daily, about 3,875 hrs/yr) Shortly after move-in, the ledger should show correct prorated rent, deposits, fees, concessions, and recurring charges, with every payment applied to the right charge.
  5. Resident welcome communication (Daily, about 3,875 hrs/yr) Welcome communication follows up after move-in with portal reminders, maintenance request instructions, amenity information, and a check on whether anything in the unit needs attention.
  6. Resident profile update (Daily, about 3,875 hrs/yr) Profile updates change a resident's phone, email, mailing address, emergency contact, or communication preferences, after verifying the request comes from a resident on the lease.
  7. Vehicle/pet registration (Daily, about 3,875 hrs/yr) Registration records residents' vehicles (make, model, plate, permit number) and pets (type, breed, vaccination proof), issuing parking permits and applying pet fees under the lease addenda.
  8. Roommate addition (Daily, about 3,875 hrs/yr) A new adult roommate must pass the same screening criteria, join the lease by signed amendment, and appear on the ledger, contact records, and access credentials.
  9. Occupant addition (Daily, about 3,875 hrs/yr) Occupant addition records a minor or other non-leaseholder living in the unit, checks occupancy limits and whether an adult must be screened, and updates the household record and any affordable certification.
  10. Tenant transfer request (Daily, about 3,875 hrs/yr) A transfer request asks to move to another unit in the same community, and is checked against lease standing, current balance, transfer fees, and whether a suitable unit is available.
  11. Unit transfer processing (Daily, about 3,875 hrs/yr) Transfer processing closes the old unit's lease and opens a new one: moving the deposit, prorating rent in both units, scheduling the move-out inspection, and turning the vacated unit.
  12. Lease renewal pricing (Daily, about 3,875 hrs/yr) Each expiring lease needs an offered renewal rent that weighs market rent, current rent, tenure, and any local rent cap, often starting from revenue management recommendations.
  13. Renewal offer generation (Daily, about 3,875 hrs/yr) Renewal offers go out ahead of expiration, early enough for the lease and local notice rules, listing term options, rents, and a response deadline by letter and in the resident portal.
  14. Renewal communication (Daily, about 3,875 hrs/yr) Renewal follow-up contacts residents who have not answered their offer by email, SMS, and phone, answers questions, and records whether each household intends to renew or move out.
  15. Renewal negotiation (Daily, about 3,875 hrs/yr) Renewal negotiation handles counteroffers from residents asking for lower rent, a different term, or a unit upgrade, weighing the cost of vacancy and turn against the discount requested.
  16. Renewal execution (Daily, about 3,875 hrs/yr) Once terms are agreed, the renewal lease or amendment goes out for electronic signature; lease dates and recurring charges then update, and the signed copy is filed with the resident record.
  17. Month-to-month conversion (Daily, about 3,875 hrs/yr) When a lease expires without renewal it converts to month-to-month, applying the premium set in the lease and giving any notice the law requires before a rent change takes effect.
  18. Lease extension (Daily, about 3,875 hrs/yr) A lease extension adds a short term to an existing lease, often to line up with a move date or seasonal pricing, priced by policy and documented in a signed extension addendum.
  19. Lease amendment (Daily, about 3,875 hrs/yr) A lease amendment changes a term mid-lease, such as rent, parking, storage, occupants, or pet terms, documented with a signed amendment and matching updates to recurring charges.
  20. Rent increase notice (Daily, about 3,875 hrs/yr) Residents must be told the new rent and its effective date in writing, within the notice period and increase limits set by the lease and by state or local law.
  21. Resident notice intake (Daily, about 3,875 hrs/yr) Notice intake records written notices from residents (intent to vacate, disputes, repair demands, accommodation requests), logging the date received and how it was delivered.
  22. Notice-to-vacate processing (Daily, about 3,875 hrs/yr) Notice-to-vacate processing records the move-out date, confirms the notice meets the lease notice period, updates availability, and starts the turn and move-out steps.
  23. Early termination request (Daily, about 3,875 hrs/yr) An early termination request asks to end the lease before its term, evaluated under the lease's termination clause, any statutory rights, and the fees or rent owed until the unit is re-let.
  24. Lease break fee calculation (Daily, about 3,875 hrs/yr) Breaking a lease triggers its early termination terms: a fixed fee, a set number of months' rent, or rent until re-let, plus any concession recapture.
  25. Reasonable accommodation request (Daily, about 3,875 hrs/yr) Reasonable accommodation requests ask for a change to a rule, policy, or service because of a disability, such as an assistance animal, reserved parking, or a different payment date, handled under the Fair Housing Act.
  26. Resident complaint intake (Daily, about 3,875 hrs/yr) Complaint intake records resident complaints about neighbors, service, amenities, or staff from the portal, email, phone, and call center, then categorizes and assigns each for follow-up.
  27. Noise/behavior complaint (Daily, about 3,875 hrs/yr) A noise or behavior complaint needs the disturbance, times, witnesses, and the unit's prior incidents documented, leading to a warning, mediation, or a formal lease violation notice.
  28. Lease violation notice (Daily, about 3,875 hrs/yr) A lease violation notice tells a resident which lease term was breached, what must be corrected, and by when, in a form that may be a prerequisite for later legal action.
  29. Resident communication campaign (Daily, about 3,875 hrs/yr) Communication campaigns send planned messages to all or selected residents (renewal promotions, events, policy changes, surveys) by email, SMS, and portal, honoring every opt-out.
  30. Community announcement (Daily, about 3,875 hrs/yr) Community announcements alert residents to water shutoffs, pest treatments, parking lot work, amenity closures, and events, with dates and times, through the portal, SMS, and posted notices.
  31. Package issue escalation (Daily, about 3,875 hrs/yr) Missing, misdelivered, or damaged resident packages are traced through locker logs, package room records, and carrier tracking before the resident gets an answer.
  32. Key replacement (Daily, about 3,875 hrs/yr) Key replacement issues a new key, fob, or remote to a resident who lost one, charges the replacement fee, and deactivates the lost credential so it no longer opens anything.
  33. Lockout charge (Daily, about 3,875 hrs/yr) A lockout charge bills the resident for staff or after-hours lockout service under the fee schedule, once identity and residency were verified at the door.
  34. Resident document request (Daily, about 3,875 hrs/yr) Document requests supply residents with lease copies, payment histories, proof of residency, or landlord verification letters for lenders, employers, or government agencies.
  35. Move-out scheduling (Daily, about 3,875 hrs/yr) With the move-out date confirmed, the office books an inspection appointment, collects a forwarding address, and shares key return and cleaning instructions with the resident.
  36. Move-out inspection (Daily, about 3,875 hrs/yr) The move-out inspection documents the unit's condition with photos, compared against the move-in inspection, to identify damage beyond normal wear and tear.
  37. Final utility read coordination (Daily, about 3,875 hrs/yr) Final utility reads close the resident's utility billing at move-out: requesting meter reads, transferring service back to the owner, and billing any submetered or allocated usage.
  38. Move-out charge assessment (Daily, about 3,875 hrs/yr) Move-out charge assessment prices damage, cleaning, missing keys, and unpaid rent from the inspection and the property's charge schedule, producing the list of proposed deductions from the deposit.
  39. Security deposit disposition (Daily, about 3,875 hrs/yr) State law sets a deadline for returning a deposit with an itemized statement of deductions.
  40. Final account statement (Daily, about 3,875 hrs/yr) The final account statement shows every charge, credit, and payment through move-out, the deposit applied, and the resulting refund or balance due.
  41. Refund processing (Daily, about 3,875 hrs/yr) Refund processing issues deposit or credit balance refunds by check or ACH, verifying payee names, amounts, and addresses, and records the payment against the resident ledger.
  42. Resident move-out completion (Daily, about 3,875 hrs/yr) Move-out completion closes the resident record: keys returned, credentials deactivated, final statement sent, unit set to vacant, and turn work under way.
  43. Former resident collection referral (Daily, about 3,875 hrs/yr) Unpaid former-resident balances go to a collection agency after the final statement and demand period, with the ledger, lease, and last known contact details attached.
  44. Military termination review (Daily / Weekly, about 546 hrs/yr) Servicemembers may end a residential lease under the SCRA after entering service or receiving qualifying permanent change of station or deployment orders, by giving written notice with a copy of the orders.

Rent, AR & Collections (36)

about 154,472 hrs/yr

  1. Monthly rent charge posting (Daily / Monthly, about 5,375 hrs/yr) On the first of the month, rent and scheduled recurring charges post to every resident ledger, after checking lease changes, move-ins, move-outs, and transfers so nobody is billed wrong.
  2. Recurring charge posting (Daily / Monthly, about 5,375 hrs/yr) Recurring charges beyond base rent (parking, storage, pet rent, trash, amenity fees, renters insurance) post each cycle from lease schedules and addenda, respecting every start and end date.
  3. Utility charge posting (Daily / Monthly, about 5,375 hrs/yr) Utility charge posting bills residents for submetered or allocated water, sewer, trash, gas, and electric, using meter reads or ratio billing formulas based on occupants or square footage.
  4. CAM/other recurring charge posting (Daily / Monthly, about 5,375 hrs/yr) For commercial and mixed-use tenants, estimated CAM, tax, insurance, and other recurring charges post monthly from each lease's estimate schedule alongside base rent.
  5. Resident payment import (Daily / Monthly, about 5,375 hrs/yr) Payment import brings online, ACH, and card payments from the payment processor into resident ledgers every day and applies each one to the correct open charges.
  6. Lockbox import (Daily / Monthly, about 5,375 hrs/yr) Lockbox import loads the bank's file of scanned resident checks and images, matches each check to a resident by account code or name, and posts the deposit to the right ledgers.
  7. Cash/check receipt (Daily / Monthly, about 5,375 hrs/yr) Office receipts of checks and money orders are logged, posted to resident ledgers, deposited by remote deposit capture or at the bank, and reconciled to the deposit slip.
  8. Payment reversal (Daily / Monthly, about 5,375 hrs/yr) Payment reversal undoes a posted payment that was misapplied, duplicated, or refunded, restoring the charges it paid and recording the reason on the ledger.
  9. NSF processing (Daily / Monthly, about 5,375 hrs/yr) NSF processing reverses a returned payment, charges the returned payment fee, notifies the resident, and may require certified funds after repeated returns, as the lease and state rules allow.
  10. Late fee calculation (Daily / Monthly, about 5,375 hrs/yr) Late fees are assessed after the grace period on unpaid rent, using the lease formula (flat, percentage, or daily) and never exceeding any state cap on late fee amounts.
  11. Late fee waiver approval (Daily / Monthly, about 5,375 hrs/yr) A first late payment, a bank error, or a hardship can prompt a request to waive a late fee, which is weighed against the resident's payment history before a manager decides.
  12. Delinquency report (Daily / Monthly, about 5,375 hrs/yr) The delinquency report lists every resident with an unpaid balance, amounts by aging bucket, last payment, payment plan status, and actions taken, for the property manager's collection work.
  13. Collections prioritization (Daily / Monthly, about 5,375 hrs/yr) Prioritization ranks delinquent accounts by amount, age, payment history, and legal status so staff call the accounts most likely to pay, or most at risk, first.
  14. Resident delinquency outreach (Daily / Monthly, about 5,375 hrs/yr) Delinquency outreach contacts residents with past-due rent by SMS, email, phone, and letter on a set schedule, offering payment links and plan options within fair collection rules.
  15. Payment plan monitoring (Daily / Monthly, about 5,375 hrs/yr) Plan monitoring checks each installment against its due date, confirms current rent is also paid, and flags any missed installment under the agreement's default terms.
  16. Promise-to-pay tracking (Daily / Monthly, about 5,375 hrs/yr) Promise tracking records a resident's commitment to pay a stated amount by a stated date, then checks whether the payment arrived and follows up when it did not.
  17. Rent concession posting (Daily / Monthly, about 5,375 hrs/yr) Concession posting credits approved specials to resident ledgers, upfront, spread across the lease, or in specific months, coded to the concession GL account.
  18. Rent credit adjustment (Daily / Monthly, about 5,375 hrs/yr) Service outages, billing errors, or goodwill can justify reducing a resident balance.
  19. Charge correction (Daily / Monthly, about 5,375 hrs/yr) Charge correction reverses and reposts wrong charges (wrong amount, code, date, or unit) so resident ledgers and revenue accounts are both right.
  20. Write-off approval (Daily / Monthly, about 5,375 hrs/yr) Write-off approval decides which uncollectible former-resident balances leave AR after collection efforts, based on age, amount, and collection agency status.
  21. Bad debt posting (Daily / Monthly, about 5,375 hrs/yr) Bad debt posting writes approved balances off to bad debt expense, records the reason, and keeps each account open for tracking collection agency recoveries.
  22. Collection agency placement (Daily / Monthly, about 5,375 hrs/yr) Agency placement sends approved accounts to the collection agency with the final statement, lease, ledger, and last known contact details, and records the placement date.
  23. Eviction file preparation (Daily / Monthly, about 5,375 hrs/yr) Before an attorney can file, the eviction file needs the lease, ledger, notices served, proof of service, and the correspondence the jurisdiction requires.
  24. Demand notice generation (Daily / Monthly, about 5,375 hrs/yr) Demand notices, such as pay-or-quit notices, state the amount owed and the cure period state law requires, and must be served properly before any eviction filing.
  25. Attorney referral (Daily / Monthly, about 5,375 hrs/yr) Attorney referral sends an eviction or collection matter to outside counsel with the complete file, the ledger, and the manager's instructions, and records the referral date.
  26. Court status tracking (Daily / Monthly, about 5,375 hrs/yr) Court tracking follows each eviction case through filing, hearing, judgment, and writ, recording dates from the court website and updates from the attorney.
  27. Judgment/payment tracking (Daily / Monthly, about 5,375 hrs/yr) Judgment tracking records money judgments from eviction or collection cases, payments received afterward, and whether the resident vacated, keeping balances and agency placements accurate.
  28. Housing assistance payment posting (Daily / Monthly, about 5,375 hrs/yr) Assistance payment posting applies monthly subsidy payments from housing authorities to the subsidized portion of each resident's rent, working from the authority's remittance list.
  29. Online payment settlement reconciliation (Daily / Weekly, about 546 hrs/yr) Settlement reconciliation matches daily deposits from the online payment provider to payment batches posted in the property system, accounting for processing fees, returns, and deposit timing.
  30. Unapplied cash review (Daily / Weekly, about 546 hrs/yr) Unapplied cash review finds payments posted without a matching charge or resident, along with prepayments and overpayments, and applies or refunds each one correctly.
  31. Resident ledger reconciliation (Daily / Weekly, about 546 hrs/yr) Ledger reconciliation confirms each resident ledger is right: charges match the lease, payments are applied, credits are documented, and total receivables tie to the general ledger.
  32. Deposit ledger reconciliation (Daily / Weekly, about 546 hrs/yr) Deposits held for each resident must tie to the deposit liability account and to the deposit bank account, and any difference between the three is investigated.
  33. Subsidy receivable reconciliation (Daily / Weekly, about 546 hrs/yr) Subsidy reconciliation compares expected assistance payments by resident with amounts received, finding short payments, abatements, and residents missing from the remittance.
  34. AR aging review (Daily / Weekly, about 546 hrs/yr) AR aging review examines receivables by bucket and property, looking for credit balances, stale balances, and items that should be written off or reclassified.
  35. Monthly rent roll review (Daily / Weekly, about 546 hrs/yr) At month end, the rent roll's occupancy, market and lease rents, vacancies, and expiration dates are checked against leases and reconciled to GL rental revenue.
  36. Payment plan setup (Per event / project, about 150 hrs/yr) A resident who cannot clear a past-due balance at once may sign a payment plan setting installment dates, amounts, and what happens if an installment is missed.

Applications, Screening & Leasing (34)

about 144,288 hrs/yr

  1. Rental application intake (Daily, about 4,750 hrs/yr) Application intake receives each online or paper application, links it to the guest card and unit, and logs applicants, co-applicants, guarantors, occupants, pets, and every uploaded document.
  2. Application fee processing (Daily, about 4,750 hrs/yr) Fee processing collects the application fee per adult applicant, confirms payment cleared in the payment portal, records the receipt, and handles refunds where local law or policy requires them.
  3. Identity verification (Daily, about 4,750 hrs/yr) Identity verification compares the applicant's government ID with the name, date of birth, and photo on the application, and checks the SSN or ITIN result returned by the screening service.
  4. Income verification (Daily, about 4,750 hrs/yr) Income verification checks pay stubs, offer letters, bank statements, or benefit letters against stated income and determines whether income meets the property's income-to-rent requirement.
  5. Employment verification (Daily, about 4,750 hrs/yr) Does the applicant work where the application says, in that role, at that pay?
  6. Rental history verification (Daily, about 4,750 hrs/yr) Rental history verification asks prior landlords to confirm tenancy dates, rent, payment record, notice given, and any damage or lease violations, under the applicant's signed release.
  7. Credit screening (Daily, about 4,750 hrs/yr) Credit screening orders a consumer report through the screening service, which returns score, tradelines, collections, and a recommendation measured against the property's written screening criteria.
  8. Criminal screening (Daily, about 4,750 hrs/yr) Criminal screening returns records from the screening service that staff must evaluate under the property's written criteria and any local fair chance ordinance, which may require an individual assessment.
  9. Eviction screening (Daily, about 4,750 hrs/yr) A court records search returns prior eviction filings and judgments tied to the applicant.
  10. Pet screening (Daily, about 4,750 hrs/yr) Pet screening collects each animal's type, breed, weight, vaccination records, and photo, applies the pet policy and fees, and handles assistance animal requests separately because they are not pets and carry no pet fees.
  11. Conditional approval (Daily, about 4,750 hrs/yr) Conditional approval accepts an applicant on conditions such as an added deposit, a guarantor, or prepaid rent where lawful.
  12. Adverse action notice (Daily, about 4,750 hrs/yr) When a consumer report leads to a denial or worse terms, the FCRA requires an adverse action notice naming the screening agency and explaining the applicant's right to a free copy and to dispute.
  13. Guarantor application (Daily, about 4,750 hrs/yr) A guarantor application gathers the guarantor's identity, income, and credit information, screens them against guarantor criteria (often a higher income multiple), and adds a signed guaranty to the lease file.
  14. Affordable eligibility screening (Daily, about 4,750 hrs/yr) For affordable units, eligibility screening compares household size and annual income with the program's income limits and checks student status, asset income, and program rules before full certification begins.
  15. Unit assignment (Daily, about 4,750 hrs/yr) Unit assignment ties an approved applicant to a specific unit, confirming availability, ready date, the rent for the chosen lease term, and any hold or waitlist priority that applies.
  16. Deposit calculation (Daily, about 4,750 hrs/yr) The security deposit, plus any pet or additional deposit, is set from the screening result, the unit, and policy, and must stay within the maximum state or local law allows.
  17. Holding deposit collection (Daily, about 4,750 hrs/yr) A holding deposit secures a unit while the application is processed or the lease is signed, with written refund and forfeiture terms, collected through the payment portal and recorded on the applicant ledger.
  18. Lease offer generation (Daily, about 4,750 hrs/yr) The lease offer sets out the approved unit, move-in date, term, monthly rent, deposits, fees, concessions, and utility responsibilities for the applicant to accept before the lease is drafted.
  19. Lease template selection (Daily, about 4,750 hrs/yr) Template selection picks the correct lease form and required addenda for the unit, program, and jurisdiction (conventional, affordable, student, or corporate) plus the state and city disclosures that apply.
  20. Lease data validation (Daily, about 4,750 hrs/yr) Before signing, lease data is checked against the approved application and offer: names, unit, dates, rent, deposits, fees, concessions, occupants, pets, and parking, catching errors that would bill wrong for a year.
  21. Lease addendum preparation (Daily, about 4,750 hrs/yr) Addendum preparation adds the pet, parking, storage, utility, lead-based paint, mold, bed bug, community rules, and concession addenda the unit and jurisdiction require, filled with the resident's own terms.
  22. Electronic signature routing (Daily, about 4,750 hrs/yr) Signature routing sends the completed lease packet through the e-signature service to every adult resident and guarantor in order, tracks who has signed, and reminds signers before the offer expires.
  23. Security deposit posting (Daily, about 4,750 hrs/yr) Deposit posting records the security deposit as a liability on the resident ledger, deposits funds to the correct account (a separate trust account where state law requires one), and documents receipt.
  24. Renters insurance validation (Daily, about 4,750 hrs/yr) Renters insurance validation checks each resident's policy for minimum liability coverage, effective dates, and the property listed as interested party, or enrolls the unit in the master policy when no proof arrives.
  25. Utility transfer verification (Daily, about 4,750 hrs/yr) Utility transfer verification confirms the incoming resident has put electric or gas service in their own name by move-in, using the confirmation number or a lookup in the utility portal.
  26. Move-in appointment scheduling (Daily, about 4,750 hrs/yr) Key pickup and walkthrough need a booked date and time, coordinated with elevator reservations, loading dock time, and staff coverage, then confirmed with the resident by email and SMS.
  27. Welcome packet generation (Daily, about 4,750 hrs/yr) The welcome packet gives a new resident community rules, portal instructions, emergency contacts, trash and parking details, amenity access, and move-in inspection forms, personalized with unit and lease details.
  28. Lease document storage (Daily, about 4,750 hrs/yr) Lease storage files the executed lease, addenda, application, screening results, and ID copies in the resident's document record and retention folder, named and tagged by the property standard.
  29. Lease audit (Daily, about 4,750 hrs/yr) Lease audit checks new leases against the application, screening decision, approved rent, concessions, and recurring charges, catching billing and compliance errors before they compound over the lease term.
  30. Lease cancellation before move-in (Daily, about 4,750 hrs/yr) When an approved applicant cancels before move-in, the team cancels the lease and scheduled charges, applies the cancellation terms to deposits and fees, and returns the unit to available.
  31. Application completeness review (Daily / Weekly, about 546 hrs/yr) No application goes to screening until it has every required field, signature, ID, income document, fee payment, and screening consent.
  32. Screening result review (Daily / Weekly, about 546 hrs/yr) Screening review brings credit, criminal, eviction, income, and rental history results together into one decision (approve, approve with conditions, or deny) documented against the written criteria.
  33. Lease execution review (Daily / Weekly, about 546 hrs/yr) Execution review confirms every page is signed and initialed by all parties, the countersignature is present, and the executed lease matches what was approved before keys are released.
  34. Move-in charge setup (Per event / project, about 150 hrs/yr) Before keys change hands, the new resident's ledger must carry prorated first-month rent, deposits, fees, and concessions, and show the exact total due at move-in.

Procurement, Vendors & AP (40)

about 132,351 hrs/yr

  1. Purchase requisition (Daily, about 5,375 hrs/yr) A purchase requisition asks to buy goods or services for a property, stating item, quantity, estimated cost, GL account, and reason, before any purchase order is created.
  2. Property manager approval (Daily, about 5,375 hrs/yr) Property manager approval reviews requisitions, POs, and invoices within the manager's authority, checking need, budget, and vendor choice before money is committed.
  3. PO approval (Daily, about 5,375 hrs/yr) Purchase orders route to approvers by amount and category, so commitments beyond a property's authority reach regional or owner approval before they are issued.
  4. Vendor quote request (Daily, about 5,375 hrs/yr) Quote requests ask approved vendors to price a defined scope, with site visit arrangements, due dates, and insurance requirements, whenever work exceeds the competitive bid threshold.
  5. Bid comparison (Daily, about 5,375 hrs/yr) Bid comparison lays quotes side by side by scope item, price, schedule, exclusions, and warranty, so the manager compares like with like instead of headline totals.
  6. Vendor selection (Daily, about 5,375 hrs/yr) Vendor selection records the chosen bidder and the reason, confirms the vendor is approved and insured, and notifies the bidders who were not selected.
  7. W-9 collection (Daily, about 5,375 hrs/yr) W-9 collection obtains each vendor's legal name, federal tax classification, and taxpayer identification number, which drive 1099 reporting and any backup withholding.
  8. COI collection (Daily, about 5,375 hrs/yr) COI collection obtains certificates of insurance showing general liability, auto, workers' compensation, and umbrella limits, with the owner and manager named as additional insureds.
  9. COI expiration monitoring (Daily, about 5,375 hrs/yr) Expiration monitoring watches every vendor certificate's policy dates, requests renewals before they lapse, and blocks work and payment for vendors without current coverage.
  10. Service contract renewal (Daily, about 5,375 hrs/yr) Renewal review looks at expiring landscaping, janitorial, elevator, pest, and trash agreements and decides whether to renew, rebid, or terminate before the notice deadline passes.
  11. Vendor banking change verification (Daily, about 5,375 hrs/yr) Banking change verification confirms that a request to change a vendor's bank account is genuine by calling the vendor at a number already on file, a core defense against payment fraud.
  12. Vendor master maintenance (Daily, about 5,375 hrs/yr) Vendor master maintenance keeps vendor names, addresses, contacts, tax data, payment terms, and status current, and deactivates vendors the company no longer uses.
  13. Vendor credit memo (Daily, about 5,375 hrs/yr) Returns, overbilling, and settled disputes produce vendor credit memos.
  14. AP posting (Daily, about 5,375 hrs/yr) AP posting records approved invoices in the payables ledger with due date, terms, property, and GL coding, so each one appears in the next payment run.
  15. AP payment proposal (Daily, about 5,375 hrs/yr) The payment proposal selects invoices to pay based on terms, cash available in each property's operating account, and priorities such as utilities, taxes, and insurance.
  16. Payment approval (Daily, about 5,375 hrs/yr) Payment approval has authorized signers review the proposed run, checking vendors, amounts, and cash position before any funds are released.
  17. ACH/check payment run (Daily, about 5,375 hrs/yr) Approved payments become ACH files and printed checks.
  18. Positive pay (Daily, about 5,375 hrs/yr) Positive pay sends the bank a file of issued checks so it can reject any check that does not match on number or amount, then works the exceptions the bank presents.
  19. Vendor remittance (Daily, about 5,375 hrs/yr) Remittance advice tells vendors which invoices each payment covers, by email or portal, so they apply cash correctly and stop chasing invoices already paid.
  20. Invoice intake from email/portal (Daily, about 2,250 hrs/yr) Vendor bills arrive in shared AP mailboxes, vendor portals, and paper mail.
  21. Invoice duplicate check (Daily, about 2,250 hrs/yr) The duplicate check stops the same invoice from being paid twice by comparing vendor, invoice number, amount, and date with invoices already entered or paid.
  22. Invoice-to-PO match (Daily, about 2,250 hrs/yr) PO matching compares the invoice with its purchase order for vendor, items, quantities, and prices, within the tolerance the company allows.
  23. Invoice-to-work-order match (Daily, about 2,250 hrs/yr) Work order matching ties a maintenance or turn invoice to its completed work order, confirming the work was done at the right unit and within the not-to-exceed amount.
  24. 3-way invoice match (Daily, about 2,250 hrs/yr) A three-way match confirms that the invoice, the purchase order, and the receipt of goods or completed work agree on quantity and price before payment.
  25. Invoice property/entity validation (Daily, about 2,250 hrs/yr) Property validation confirms each invoice is charged to the right property and owning entity, which matters most for vendors serving many sites or addresses that span entities.
  26. Invoice GL coding (Daily, about 2,250 hrs/yr) GL coding assigns each invoice line to the correct expense or capital account in the chart of accounts, following vendor defaults and the property's coding rules.
  27. Invoice allocation across properties (Daily, about 2,250 hrs/yr) Allocation splits shared invoices such as insurance, software, or regional services across properties by unit count, square footage, or a fixed percentage.
  28. Utility invoice processing (Daily, about 2,250 hrs/yr) Electric, gas, water, sewer, and trash bills for common areas and vacant units, usually downloaded from utility portals, are entered and checked against usage history.
  29. Recurring invoice processing (Daily, about 2,250 hrs/yr) Recurring invoices for contracts like landscaping, elevator service, and software are entered each period at the contracted amount, with contract start and end dates tracked.
  30. Invoice approval routing (Daily, about 2,250 hrs/yr) Approval routing sends each coded invoice to the property manager, regional manager, or owner according to amount, category, and budget status.
  31. Invoice exception follow-up (Daily, about 2,250 hrs/yr) Exception follow-up resolves invoices stuck on missing POs, failed matches, wrong property, or missing approvals by chasing the vendor or staff member who can fix them.
  32. Vendor statement reconciliation (Daily / Weekly, about 546 hrs/yr) Statement reconciliation compares a vendor's statement with the AP ledger, turning up missing invoices, unapplied payments, and credits never taken.
  33. AP aging review (Daily / Weekly, about 546 hrs/yr) Unpaid invoices sorted by age reveal past-due bills, invoices held on exceptions, and vendors at risk of stopping service.
  34. 1099 vendor review (Daily / Weekly, about 546 hrs/yr) 1099 review confirms during the year which vendors are reportable by tax classification and payment type, that their TINs are valid, and that payments are coded correctly.
  35. Utility account reconciliation (Daily / Weekly, about 546 hrs/yr) Utility account reconciliation confirms every utility account belongs to the right property, every bill arrived and was paid, and vacant units transferred correctly.
  36. Procurement savings review (Daily / Weekly, about 546 hrs/yr) What did bidding, national accounts, and renegotiated contracts actually save?
  37. Purchase order creation (Per event / project, about 150 hrs/yr) PO creation turns an approved requisition into a purchase order with vendor, items, prices, delivery date, property, and GL coding, then sends it to the vendor.
  38. Vendor onboarding (Per event / project, about 150 hrs/yr) Before a new vendor receives work or payment, it must supply a W-9, certificate of insurance, licenses, banking details, and a signed agreement.
  39. Vendor contract setup (Per event / project, about 150 hrs/yr) A signed service agreement becomes a contract record: scope, pricing, term, renewal and termination notice, insurance requirements, and payment terms, linked to the vendor and each covered property.
  40. 1099 filing (Annual / Periodic, about 46 hrs/yr) 1099 filing prepares Forms 1099-NEC and 1099-MISC for reportable vendors, furnishes recipient copies, and files with the IRS, meeting the January 31 deadline for nonemployee compensation.

Marketing & Lead Management (30)

about 86,805 hrs/yr

  1. Vacancy availability publishing (Daily, about 3,875 hrs/yr) Every day, vacant and on-notice units with ready dates, floor plans, and asking rents must be published so ILS listing sites and the property website show only units that can actually be leased.
  2. Rent/pricing update (Daily, about 3,875 hrs/yr) Pricing updates push the day's approved asking rents by unit and lease term into the property system, website, and listing sites, so the rent quoted in the office matches the rent advertised online.
  3. ILS listing syndication (Daily, about 3,875 hrs/yr) Syndication keeps each internet listing service current: photos, descriptions, amenities, pet policy, fees, and availability, confirming feeds updated and repairing listings that went stale or were rejected.
  4. Website listing update (Daily, about 3,875 hrs/yr) Floor plans, pricing, specials, photos, and the availability widget on the property website must match the property system, and expired promotions must come down the day they end.
  5. Marketing photo/video upload (Daily, about 3,875 hrs/yr) Media upload takes new unit, amenity, and virtual tour photos and video from the photographer or site team, renames and tags each file, and publishes it to the website and listing sites.
  6. Lead source attribution (Daily, about 3,875 hrs/yr) Source attribution records where each lead came from (a specific listing site, the website, a paid campaign, a referral, a drive-by) so marketing spend is judged by leases produced, not lead counts.
  7. Lead response (Daily, about 3,875 hrs/yr) Lead response answers each new inquiry by email, SMS, or phone within the property's response standard, confirming availability, quoting current pricing, and inviting the prospect to tour.
  8. Lead nurturing (Daily, about 3,875 hrs/yr) Nurturing follows up with prospects who have not toured or applied through a schedule of emails, texts, and calls, sharing new availability and specials until the prospect leases, declines, or goes quiet.
  9. Showing scheduling (Daily, about 3,875 hrs/yr) Showing scheduling books in-person or virtual tours against staff calendars and unit readiness, sends confirmations and reminders, and records the appointment on the guest card.
  10. Self-guided tour authorization (Daily, about 3,875 hrs/yr) Before a prospect tours alone, identity must be verified and a time-limited access code or smart lock credential issued for specific units, with the visit logged so staff can follow up.
  11. Tour completion follow-up (Daily, about 3,875 hrs/yr) After each tour the leasing agent records the outcome and sends a follow-up listing the units viewed, pricing, application link, and any current special, then sets the next contact date.
  12. Prospect communication (Daily, about 3,875 hrs/yr) Prospect communication covers the daily emails, texts, and calls answering questions about amenities, parking, pets, utilities, and move-in costs, each logged against the guest card.
  13. Availability recommendation (Daily, about 3,875 hrs/yr) Availability matching pairs a prospect's move date, budget, bedroom count, and preferences with units that are vacant, on notice, or finishing turns, and presents the best options with pricing.
  14. Unit hold (Daily, about 3,875 hrs/yr) Once a prospect applies or pays a holding deposit, the unit comes off the market.
  15. Waitlist management (Daily, about 3,875 hrs/yr) Waitlist management keeps a dated list of prospects waiting for a floor plan, building, or price point, notifies them in order when a matching unit opens, and removes those who lease elsewhere.
  16. Lead-to-application conversion (Daily, about 3,875 hrs/yr) Conversion tracking follows toured prospects into applications: sending application links, spotting applicants who started but never finished, and measuring conversion by agent, source, and floor plan.
  17. Concession approval (Daily, about 3,875 hrs/yr) Concession approval weighs a leasing agent's request to discount beyond the published special for a prospect or renewing resident, considering days vacant, lease term, and the property's concession budget.
  18. Competitive market survey (Daily, about 3,875 hrs/yr) The competitive survey records competitors' asking rents, specials, fees, occupancy, and amenities for comparable floor plans, gathered from their websites, listing sites, and phone shops, usually each week.
  19. Market rent survey (Daily, about 3,875 hrs/yr) The market rent survey sets or confirms market rent for each floor plan and unit amenity, weighing survey results against the property's own recent lease trade-outs and current pricing.
  20. Prospect lost-reason capture (Daily, about 3,875 hrs/yr) Lost-reason capture records why prospects did not lease (price, availability, location, timing, leased elsewhere, failed screening) so marketing and pricing decisions reflect real objections.
  21. Lead duplicate cleanup (Daily, about 3,875 hrs/yr) Duplicate cleanup merges guest cards created more than once for the same prospect through different listing sites, calls, and emails, keeping the full contact history and the correct source.
  22. Lead intake (Daily, about 2,250 hrs/yr) Lead intake captures every inquiry from listing sites, website forms, email, phone, SMS, and walk-ins into the CRM with name, contact details, desired move date, and unit preferences.
  23. Campaign performance review (Daily / Weekly, about 546 hrs/yr) Which campaigns actually produce leases?
  24. Call tracking review (Daily / Weekly, about 546 hrs/yr) Call tracking review goes through recorded calls or transcripts from tracking numbers, checking that calls were answered, guest cards were created, and leasing staff followed the call standard.
  25. Lead response SLA review (Daily / Weekly, about 546 hrs/yr) SLA review measures the time from lead arrival to first response by property, agent, and channel, and finds leads that waited past the standard or never received a reply at all.
  26. Pricing recommendation review (Daily / Weekly, about 546 hrs/yr) Pricing review examines recommended rents by unit and lease term against occupancy, exposure, and market surveys, and a revenue manager accepts or overrides each recommendation before it goes live.
  27. Reputation/review monitoring (Daily / Weekly, about 546 hrs/yr) New resident and prospect reviews appear on review sites without warning.
  28. Guest card creation (Per event / project, about 150 hrs/yr) A guest card opens when a prospect calls, emails, or walks in, recording contact details, household size, pets, budget, move date, preferred floor plan, and which leasing agent owns the follow-up.
  29. Marketing campaign setup (Per event / project, about 150 hrs/yr) Campaign setup launches a paid or organic promotion with audience, budget, dates, creative, landing page, tracking number, and the advertised special, approved by the property and marketing leads.
  30. Concession setup (Per event / project, about 150 hrs/yr) Weeks free, a reduced deposit, waived fees: each leasing special needs eligible units, lease terms, start and end dates, and a defined ledger treatment before anyone can offer it.

Affordable / Regulated Housing (35)

about 37,214 hrs/yr

  1. Applicant eligibility precheck (Daily / Monthly, about 1,300 hrs/yr) The eligibility precheck screens affordable applicants for household size, estimated income against the program limit, student status, and waiting list preferences before full processing.
  2. Income documentation collection (Daily / Monthly, about 1,300 hrs/yr) Income documentation gathers pay stubs, benefit letters, child support records, and self-employment statements for every household member, as program rules require.
  3. Asset verification (Daily / Monthly, about 1,300 hrs/yr) Bank accounts, retirement funds, real estate, and other assets are documented for each household member, and asset income is calculated under program rules.
  4. Third-party verification (Daily / Monthly, about 1,300 hrs/yr) Third-party verification confirms income and assets directly with employers, banks, and agencies using signed release forms, following the program's verification hierarchy.
  5. Initial certification (Daily / Monthly, about 1,300 hrs/yr) Initial certification determines a household's eligibility and rent at move-in from signed questionnaires, verified income and assets, and the program's certification form.
  6. Interim recertification (Daily / Monthly, about 1,300 hrs/yr) Interim recertification recalculates rent when a household reports an income or composition change between annual recertifications, following program rules on which changes must be processed.
  7. Rent calculation (Daily / Monthly, about 1,300 hrs/yr) Affordable rent calculation sets the tenant's share.
  8. Utility allowance update (Daily / Monthly, about 1,300 hrs/yr) Utility allowance updates apply new allowance schedules from the housing authority or an approved utility study to affected units, changing tenant rent and subsidy.
  9. HUD 50059 processing (Daily / Monthly, about 1,300 hrs/yr) Form HUD-50059 records each certification at HUD multifamily properties: household, income, allowances, and rent, signed by household and owner and transmitted through TRACS.
  10. TRACS submission (Daily / Monthly, about 1,300 hrs/yr) TRACS submission sends certification and voucher data from site software to HUD's Tenant Rental Assistance Certification System, through a contract administrator where one oversees the property.
  11. TRACS error correction (Daily / Monthly, about 1,300 hrs/yr) TRACS error correction resolves rejected transmissions, fatal errors, and discrepancy messages so certifications are accepted and subsidy is paid on time.
  12. HAP billing (Daily / Monthly, about 1,300 hrs/yr) HAP billing prepares the monthly housing assistance payment voucher on form HUD-52670, with regular assistance and adjustments, for the contract administrator.
  13. Tenant repayment agreement (Daily / Monthly, about 1,300 hrs/yr) A repayment agreement recovers assistance overpaid because a household failed to report income, with payment terms under HUD guidance and the tenant's signature.
  14. LIHTC income/rent limit update (Daily / Monthly, about 1,300 hrs/yr) Limit updates load HUD's newly published Multifamily Tax Subsidy Project income limits and the resulting maximum rents by bedroom size for each property's county.
  15. LIHTC certification (Daily / Monthly, about 1,300 hrs/yr) At move-in, and whenever required afterward, the tenant income certification documents income, assets, and student status for tax credit compliance.
  16. File compliance audit (Daily / Monthly, about 1,300 hrs/yr) A file audit examines tenant files for required signatures, verifications, calculations, and forms, so gaps are found before an agency review finds them.
  17. EIV discrepancy resolution (Daily / Monthly, about 1,300 hrs/yr) Discrepancy resolution follows up when EIV income differs from what a household reported, verifying the difference and correcting rent or starting a repayment agreement.
  18. Reasonable accommodation compliance (Daily / Monthly, about 1,300 hrs/yr) Accommodation compliance documents each request, decision, interactive dialogue, and timeline, so the property can show it met Fair Housing Act and Section 504 obligations.
  19. Waiting list update (Daily / Monthly, about 1,300 hrs/yr) Waiting list updates add applicants in date and time order with preferences, keep contact details current, and select applicants by program rules as units open.
  20. Waiting list purge (Daily / Monthly, about 1,300 hrs/yr) A waiting list purge contacts applicants to confirm continued interest and removes those who do not respond, under the tenant selection plan's rules.
  21. Affirmative fair housing reporting (Daily / Monthly, about 1,300 hrs/yr) Affirmative fair housing reporting documents outreach to groups least likely to apply, as the property's Affirmative Fair Housing Marketing Plan requires, and updates the plan on schedule.
  22. Fair housing documentation (Daily / Monthly, about 1,300 hrs/yr) Fair housing documentation keeps records of tenant selection, denials, accommodations, and complaints, showing that written policies were applied consistently to every applicant and resident.
  23. REAC/NSPIRE inspection preparation (Daily / Monthly, about 1,300 hrs/yr) NSPIRE preparation walks units, buildings, and site against HUD's inspection standards before the scheduled inspection, fixing deficiencies ahead of time.
  24. Inspection deficiency correction (Daily / Monthly, about 1,300 hrs/yr) Items cited in an NSPIRE or agency inspection must be fixed within the required timeframe, with completion documented for the inspection report.
  25. Compliance calendar management (Daily / Monthly, about 1,300 hrs/yr) The compliance calendar tracks recertification deadlines, inspection dates, agency reports, and filing due dates across every affordable property and each funding program it carries.
  26. State agency reporting (Daily / Monthly, about 1,300 hrs/yr) State agency reporting submits tenant data, compliance reports, and annual certifications to the state housing finance agency through its online portal.
  27. Household composition review (Daily / Weekly, about 546 hrs/yr) Household composition review confirms who lives in the unit, relationships, ages, student status, and any live-in aide, which drive income limits, allowances, and unit size.
  28. HAP reconciliation (Daily / Weekly, about 546 hrs/yr) The voucher amount requested, the payment received, and each tenant's assistance must agree.
  29. LIHTC eligibility review (Daily / Weekly, about 546 hrs/yr) LIHTC eligibility review checks that household income is at or below the unit's set-aside limit, the student rules are satisfied, and the file supports tax credit qualification.
  30. HOME compliance review (Daily / Weekly, about 546 hrs/yr) HOME compliance review checks units funded through the HOME program for income eligibility, rent limits, property standards, and affordability period requirements.
  31. Section 8 compliance review (Daily / Weekly, about 546 hrs/yr) Section 8 compliance review audits resident files for timely recertifications, correct rent, required EIV use, and the forms the HUD handbook requires.
  32. EIV report review (Daily / Weekly, about 546 hrs/yr) EIV review runs HUD's Enterprise Income Verification reports (income discrepancy, deceased tenants, multiple subsidy, new hires, existing tenant search) and documents the action taken.
  33. Annual recertification (Annual / Periodic, about 46 hrs/yr) Annual recertification re-verifies income and household composition each year.
  34. Annual owner certification (Annual / Periodic, about 46 hrs/yr) The annual owner certification attests to the state agency that the property met its LIHTC requirements for the year, with supporting tenant and unit data.
  35. Affordable audit support (Annual / Periodic, about 46 hrs/yr) Management and occupancy reviews and state agency file audits bring requests for files, reports, and written responses, each tracked through closeout.

Turns, Make-Ready & Inspections (27)

about 28,062 hrs/yr

  1. Make-ready work order bundle (Daily, about 2,250 hrs/yr) The make-ready bundle groups every turn task for a unit into linked work orders in sequence, so paint, flooring, cleaning, and repairs follow one another without idle days.
  2. Pre-move-out inspection (Daily / Weekly, about 1,118 hrs/yr) A pre-move-out inspection visits the unit before the resident leaves to scope repairs, spot damage, and order long-lead items like flooring or appliances early.
  3. Move-out inspection (Daily / Weekly, about 1,118 hrs/yr) The turn-side move-out inspection records the vacated unit in detail to build the repair scope, measuring rooms and noting every item that needs paint, flooring, cleaning, or repair.
  4. Damage charge identification (Daily / Weekly, about 1,118 hrs/yr) Damage identification separates resident-caused damage from normal wear and tear on the turn scope, so chargeable items feed the deposit disposition.
  5. Turn budget estimate (Daily / Weekly, about 1,118 hrs/yr) The turn budget estimate totals the cost of each unit's scope and compares it with the property's turn budget standard for that unit type.
  6. Vendor bid request (Daily / Weekly, about 1,118 hrs/yr) When turn work falls outside contracted unit rates, scopes go to approved painters, flooring installers, and cleaners for pricing before any award.
  7. Turn vendor assignment (Daily / Weekly, about 1,118 hrs/yr) Vendor assignment picks the contractor for each turn task by price, availability, and quality history, and schedules them in the right order.
  8. Painting task (Daily / Weekly, about 1,118 hrs/yr) Painting covers walls, trim, and ceilings to the property's standard, full repaint or touch-up, done by in-house painters or a paint vendor at contract rates.
  9. Flooring task (Daily / Weekly, about 1,118 hrs/yr) Carpet cleaning or replacement and vinyl plank or tile repair need measurements, material orders, and installation scheduled around the other turn tasks.
  10. Cleaning task (Daily / Weekly, about 1,118 hrs/yr) Cleaning makes the unit move-in ready (appliances, cabinets, bathrooms, windows, floors) and usually follows once painting and flooring are finished.
  11. Maintenance repair task (Daily / Weekly, about 1,118 hrs/yr) Turn repairs fix plumbing, electrical, doors, blinds, fixtures, and drywall items found on the scope, handled by in-house technicians or outside vendors.
  12. Appliance repair/replacement (Daily / Weekly, about 1,118 hrs/yr) Appliance work repairs or replaces refrigerators, ranges, dishwashers, and microwaves found faulty during the turn, checking warranty and the repair-or-replace policy.
  13. Lock change (Daily / Weekly, about 1,118 hrs/yr) A lock change rekeys or replaces unit locks between residents, updates the key log, and deactivates smart lock codes and fobs belonging to the prior resident.
  14. Safety device check (Daily / Weekly, about 1,118 hrs/yr) The safety check tests smoke and carbon monoxide detectors, GFCI outlets, fire extinguishers, and window locks before a new resident moves in, as local codes require.
  15. Utility activation for vacant unit (Daily / Weekly, about 1,118 hrs/yr) Vacant utility activation keeps electric and gas on in the owner's name between residents so turn work and showings can go ahead.
  16. Turn status tracking (Daily / Weekly, about 1,118 hrs/yr) Turn tracking shows each vacant unit's progress through make-ready steps, days vacant, and current blockers on the property's shared make-ready board.
  17. Turn quality control inspection (Daily / Weekly, about 1,118 hrs/yr) The quality control inspection checks a finished turn against the scope and the property's ready standard before the unit can be marked ready.
  18. Make-ready completion (Daily / Weekly, about 1,118 hrs/yr) Make-ready completion confirms every turn task is closed, quality control passed, and invoices received, then moves the unit to vacant-ready status.
  19. Unit availability release (Daily / Weekly, about 1,118 hrs/yr) Availability release puts a ready unit on the market with correct rent, amenities, and ready date on the website and ILS listings.
  20. Vacant unit weekly inspection (Daily / Weekly, about 1,118 hrs/yr) Every week, vacant units get checked for leaks, pests, break-ins, thermostat settings, and dust, so ready units stay ready for showings.
  21. Model unit inspection (Daily / Weekly, about 1,118 hrs/yr) Model unit inspection keeps the show unit clean, lit, furnished, and staged with current marketing materials, checked before tours begin each day.
  22. Move-in readiness inspection (Daily / Weekly, about 1,118 hrs/yr) The move-in readiness inspection checks the unit the day before move-in (clean, working, keys ready, utilities on) so the resident's first day starts right.
  23. Notice-to-vacate turn forecast (Daily / Weekly, about 546 hrs/yr) The turn forecast lists upcoming move-outs from notices to vacate and lease expirations, estimating turn workload, vendor needs, and ready dates week by week.
  24. Ready-date forecast (Daily / Weekly, about 546 hrs/yr) Ready-date forecasting predicts when each unit will be rent-ready from remaining tasks, vendor schedules, and parts, so leasing can pre-lease against a real date.
  25. Turn cost review (Daily / Weekly, about 546 hrs/yr) Turn cost review compares actual make-ready costs by unit with the estimate and budget, finding overruns, vendor pricing drift, and damage chargebacks never billed.
  26. Turn cycle-time KPI review (Daily / Weekly, about 546 hrs/yr) Cycle-time review measures days from move-out to ready and from ready to leased at each property, pinpointing where turns stall.
  27. Turn scope creation (Per event / project, about 150 hrs/yr) The turn scope lists every task needed to make a unit rent-ready (paint, flooring, cleaning, repairs, appliance work, upgrades) with quantities and estimated costs.

HR, Payroll & Workforce (31)

about 25,782 hrs/yr

  1. Timecard collection (Daily, about 2,250 hrs/yr) Timecard collection gathers hours from timekeeping systems, mobile punches, and paper timesheets for every hourly employee, site by site, each pay period.
  2. Timecard correction (Daily, about 2,250 hrs/yr) Timecard correction fixes missed punches, wrong job codes, or wrong properties, with both the employee's and the manager's approval on record.
  3. Position requisition (Weekly / Biweekly, about 806 hrs/yr) A position requisition requests approval to fill an opening at a property, stating title, pay range, schedule, budget line, and whether the role is a replacement or new.
  4. Applicant screening (Weekly / Biweekly, about 806 hrs/yr) Applicant screening reviews candidates for leasing, maintenance, and office roles against minimum qualifications such as licenses, experience, and schedule availability.
  5. Interview scheduling (Weekly / Biweekly, about 806 hrs/yr) Interview scheduling books candidates with hiring managers across properties, sending calendar invitations and reminders by email or SMS and rescheduling when plans change.
  6. Offer (Weekly / Biweekly, about 806 hrs/yr) The offer letter states position, pay, schedule, start date, and contingencies such as a background check, and is approved before it reaches the candidate.
  7. Background check (Weekly / Biweekly, about 806 hrs/yr) Employment background checks run after an offer with the candidate's standalone FCRA disclosure and authorization, and require pre-adverse and adverse action notices before any withdrawal.
  8. Property assignment (Weekly / Biweekly, about 806 hrs/yr) Property assignment links an employee to the properties they serve, which drives payroll allocation, property system access, and reporting lines to regional managers.
  9. Manager time approval (Weekly / Biweekly, about 806 hrs/yr) Manager time approval has each supervisor review and approve the team's hours, overtime, and job coding before the payroll processing deadline.
  10. On-call pay calculation (Weekly / Biweekly, about 806 hrs/yr) On-call pay calculation applies the company's on-call stipend and pays for time spent responding to calls, which may count as hours worked under wage rules.
  11. Bonus/commission calculation (Weekly / Biweekly, about 806 hrs/yr) Bonus and commission calculation pays leasing agents per lease or renewal and managers on performance targets, exactly as the written plan states.
  12. Payroll preprocessing (Weekly / Biweekly, about 806 hrs/yr) Payroll preprocessing gathers approved hours, pay changes, bonuses, deductions, and new hires into the payroll system before the processing deadline.
  13. Payroll submission (Weekly / Biweekly, about 806 hrs/yr) Payroll submission finalizes and sends the run to the payroll provider or processing engine, with funding confirmed in the bank account beforehand.
  14. Payroll allocation to properties (Weekly / Biweekly, about 806 hrs/yr) On the HR side, payroll allocation assigns each employee's wages and burden to properties by assignment or hours worked, feeding owner billing and property financials.
  15. Benefits administration (Weekly / Biweekly, about 806 hrs/yr) Benefits administration handles open and new-hire enrollment, qualifying life events, carrier updates, and COBRA notices for health, dental, and retirement plans.
  16. PTO request (Weekly / Biweekly, about 806 hrs/yr) PTO requests record the time off requested, the balance available, and the manager's approval, with coverage planned so the property stays staffed.
  17. Leave administration (Weekly / Biweekly, about 806 hrs/yr) Leave administration handles FMLA, state family leave, disability, and other protected leave: eligibility, notices, medical certification, and return to work.
  18. Training assignment (Weekly / Biweekly, about 806 hrs/yr) Training assignment enrolls employees in required courses (fair housing, safety, software, harassment prevention) by role and deadline in the LMS.
  19. Fair housing training tracking (Weekly / Biweekly, about 806 hrs/yr) Fair housing training tracking confirms leasing, management, and maintenance staff complete fair housing courses at hire and on the schedule policy or state rules require.
  20. Maintenance certification tracking (Weekly / Biweekly, about 806 hrs/yr) Certification tracking records technicians' EPA Section 608, pool operator, electrical, and other trade credentials, with issuing body and any expiration or renewal dates.
  21. Compensation change (Weekly / Biweekly, about 806 hrs/yr) Compensation changes record raises, promotions, and adjustments with effective date, reason, and approval chain, updating the HRIS and payroll together.
  22. Employee transfer (Weekly / Biweekly, about 806 hrs/yr) Employee transfer moves staff between properties or roles, updating assignment, manager, system access, and payroll allocation on the effective date.
  23. Termination/offboarding (Weekly / Biweekly, about 806 hrs/yr) Offboarding ends employment: final pay under state timing rules, access removal, key and equipment return, benefits notices, and exit documentation.
  24. Uniform/tool issuance (Weekly / Biweekly, about 806 hrs/yr) Uniform and tool issuance records items given to maintenance staff, such as uniforms, hand tools, radios, and phones, and tracks their return.
  25. On-call schedule (Weekly / Biweekly, about 806 hrs/yr) The on-call schedule assigns technicians to after-hours coverage by week and shares it with the answering service and the residents' emergency line.
  26. Temporary staffing request (Weekly / Biweekly, about 806 hrs/yr) Temporary staffing requests order temp leasing or maintenance staff from agencies to cover vacancies, leave, or peak turn season, within an approved budget.
  27. Overtime review (Daily / Weekly, about 546 hrs/yr) Overtime review checks hours over 40 in a workweek for non-exempt employees, plus any daily overtime a state requires, and whether the overtime was approved in advance.
  28. Payroll reconciliation (Daily / Weekly, about 546 hrs/yr) After each payroll run, the register must agree with bank debits, tax deposits, benefit deductions, and GL entries.
  29. Performance review (Daily / Weekly, about 546 hrs/yr) Performance reviews rate employees on goals and competencies on a set schedule, with manager and employee input stored in the HRIS.
  30. Employee onboarding (Per event / project, about 150 hrs/yr) Onboarding gets a new hire ready: Form I-9 within three business days of starting, tax forms, direct deposit, policies, system access, uniforms, and training.
  31. Employee master setup (Per event / project, about 150 hrs/yr) Employee master setup creates the employee record in the HRIS and payroll: position, pay rate, property, tax setup, benefits eligibility, and manager.

Risk, Insurance & Compliance (28)

about 18,200 hrs/yr

  1. Property insurance renewal (Daily / Monthly, about 650 hrs/yr) Insurance renewal gathers updated property values, unit counts, loss runs, and building details for the broker's submission, compares quotes, and binds coverage before the policy expires.
  2. Claim intake (Daily / Monthly, about 650 hrs/yr) Claim intake records a potential insurance claim (property damage, liability injury, theft) with date, location, description, photos, and parties involved, and notifies the carrier or broker.
  3. Claim documentation (Daily / Monthly, about 650 hrs/yr) Claim documentation assembles the photos, repair estimates, invoices, incident reports, and correspondence an adjuster needs to evaluate and pay a claim.
  4. Claim reserve tracking (Daily / Monthly, about 650 hrs/yr) Each open claim carries a carrier reserve, payments made, deductibles, and recoveries.
  5. Incident report (Daily / Monthly, about 650 hrs/yr) Incident reports document accidents, injuries, crimes, fires, floods, and other events on the property, with witnesses and photos, as soon as possible after they happen.
  6. Slip/fall investigation (Daily / Monthly, about 650 hrs/yr) A slip and fall investigation documents location, surface conditions, lighting, weather, maintenance records, and witness statements after someone is hurt on the property.
  7. Resident injury claim escalation (Daily / Monthly, about 650 hrs/yr) Injury claim escalation moves a resident or guest injury to the insurer and legal counsel when a claim or demand letter arrives, and preserves the evidence.
  8. Property damage claim (Daily / Monthly, about 650 hrs/yr) A property damage claim covers losses from fire, water, wind, or vandalism: documenting damage, obtaining estimates, meeting the adjuster, and tracking repairs and payment.
  9. Certificate of insurance monitoring (Daily / Monthly, about 650 hrs/yr) COI monitoring keeps a register of every certificate held for vendors, tenants, and contractors, checking coverage against requirements and catching policies about to expire.
  10. Vendor COI compliance (Daily / Monthly, about 650 hrs/yr) Vendor COI compliance blocks vendors without current, adequate insurance from receiving work or payment, and tracks corrections until each vendor complies.
  11. Tenant COI compliance (Daily / Monthly, about 650 hrs/yr) Tenant COI compliance confirms commercial tenants and residents covered by master policies meet the lease insurance requirements, and follows up on every lapse.
  12. License renewal (Daily / Monthly, about 650 hrs/yr) Property management, real estate broker, and business licenses expire.
  13. Business permit renewal (Daily / Monthly, about 650 hrs/yr) Permit renewal keeps rental registration, business, and operating permits current with the city or county, with renewal fees paid and any required inspections scheduled.
  14. Elevator certificate tracking (Daily / Monthly, about 650 hrs/yr) Elevator certificate tracking keeps each car's operating certificate current, with inspection results, open deficiencies, and the certificate posted where the jurisdiction requires.
  15. Pool permit tracking (Daily / Monthly, about 650 hrs/yr) Pool permit tracking keeps the operating permit current with the health department, along with inspection results, signage and safety equipment requirements, and chemical logs.
  16. Fire inspection compliance (Daily / Monthly, about 650 hrs/yr) Fire inspection compliance keeps fire marshal inspections, sprinkler and alarm certifications, and correction notices current for every building on the property.
  17. Building inspection compliance (Daily / Monthly, about 650 hrs/yr) Building inspection compliance handles city rental inspections, facade or balcony inspections where local law requires them, and other periodic building safety inspections with their reports.
  18. Code violation tracking (Daily / Monthly, about 650 hrs/yr) Code violation tracking logs city or county citations, correction deadlines, fines, hearing dates, and completed corrections for each property, keeping proof of every fix.
  19. Fair housing complaint response (Daily / Monthly, about 650 hrs/yr) Fair housing complaint response handles complaints filed with HUD or a state agency: preserving records, meeting response deadlines, and coordinating with counsel.
  20. Privacy request handling (Daily / Monthly, about 650 hrs/yr) Privacy requests ask to access, correct, or delete personal information, handled within the deadline of any state privacy law that applies to the company.
  21. Document retention (Daily / Monthly, about 650 hrs/yr) Document retention keeps leases, applications, financial records, and compliance files for the periods law and policy require, then disposes of them securely.
  22. Legal hold (Daily / Monthly, about 650 hrs/yr) A legal hold preserves documents and data relevant to a lawsuit, claim, or investigation, suspending normal deletion schedules until counsel lifts the hold.
  23. Eviction legal file coordination (Daily / Monthly, about 650 hrs/yr) Eviction legal coordination manages communication between property staff and eviction counsel: documents, hearing dates, settlement terms, stipulated payments, and move-out dates.
  24. Property tax appeal tracking (Daily / Monthly, about 650 hrs/yr) An assessment notice starts the clock: appeal deadlines, filings, hearings, and outcomes are tracked for each parcel, often alongside an outside tax consultant.
  25. Environmental compliance (Daily / Monthly, about 650 hrs/yr) Environmental compliance covers storage tanks, asbestos, stormwater, hazardous waste, and remediation obligations, with required inspections, permits, and agency filings kept on schedule.
  26. Lead-based paint compliance (Daily / Monthly, about 650 hrs/yr) Lead compliance for housing built before 1978 covers the federal disclosure form and EPA pamphlet at leasing and lead-safe work practices during renovation.
  27. Mold compliance documentation (Daily / Monthly, about 650 hrs/yr) Mold documentation keeps records of disclosures, complaints, inspections, remediation, and clearance testing, to meet state rules and to defend against claims.
  28. Security incident tracking (Daily / Monthly, about 650 hrs/yr) Security incident tracking logs break-ins, vandalism, trespass, and threats, with police report numbers, camera footage references, and follow-up actions such as lighting or lock repairs.

Commercial Lease & Recoveries (43)

about 15,528 hrs/yr

  1. CAM audit/review (Daily / Weekly, about 546 hrs/yr) CAM review checks the reconciliation before billing and supports tenant audits of recoveries, verifying the math, exclusions, and supporting invoices.
  2. Expense exclusion review (Daily / Weekly, about 546 hrs/yr) Exclusion review removes costs the leases do not allow in recoveries, such as capital items, leasing commissions, ownership costs, and repairs paid by insurance.
  3. Tenant reconciliation statement (Daily / Weekly, about 546 hrs/yr) The tenant statement presents the reconciliation plainly: expense categories, the tenant's share, caps, gross-up, admin fee, estimates paid, and the resulting balance.
  4. Deferred rent reconciliation (Daily / Weekly, about 546 hrs/yr) Deferred rent reconciliation ties the straight-line receivable in the GL to each lease's schedule and writes off the balance when a lease ends early.
  5. Commercial delinquency review (Daily / Weekly, about 546 hrs/yr) Unpaid commercial rent and recoveries are reviewed tenant by tenant, weighing disputes, co-tenancy claims, guarantors, and the lease's default provisions.
  6. Tenant ledger reconciliation (Daily / Weekly, about 546 hrs/yr) Tenant ledger reconciliation confirms each commercial tenant's ledger correctly reflects lease charges, reconciliations, payments, and credits before statements go out.
  7. CAM reconciliation preparation (Monthly, about 432 hrs/yr) CAM reconciliation compares actual recoverable expenses with estimates billed, applying each lease's share, gross-up, caps, base year, and exclusions to find the balance due or owed.
  8. CAM reconciliation billing (Monthly, about 432 hrs/yr) Reconciliation billing sends each tenant its annual statement showing its actual share, estimates paid, and the balance due or credit, within the time the lease allows.
  9. Commercial lease abstraction (Monthly / Annual, about 348 hrs/yr) Lease abstraction reads a commercial lease and records its key terms: parties, premises, square footage, term, rent schedule, recoveries, options, caps, exclusions, and critical dates.
  10. Lease amendment abstraction (Monthly / Annual, about 348 hrs/yr) Amendments that extend the term, change rent, expand or give back space, or modify recoveries must reach the lease abstract, or billing drifts away from the lease.
  11. Lease option tracking (Monthly / Annual, about 348 hrs/yr) Option tracking follows renewal, expansion, contraction, termination, and purchase options, with their exercise windows and conditions, so none lapses unnoticed.
  12. Rent commencement validation (Monthly / Annual, about 348 hrs/yr) Rent commencement validation confirms the date rent begins, which may hinge on delivery, substantial completion, store opening, or a fixed date, and reconciles it with billing.
  13. Rent escalation calculation (Monthly / Annual, about 348 hrs/yr) Escalation calculation applies fixed-step, percentage, or scheduled increases on each anniversary date written in the lease and updates the tenant's recurring rent charge.
  14. CPI escalation calculation (Monthly / Annual, about 348 hrs/yr) CPI escalation adjusts rent by the change in a published Consumer Price Index series between the base and comparison months, subject to any floor or cap in the lease.
  15. Percentage rent billing (Monthly / Annual, about 348 hrs/yr) Retail tenants whose sales exceed the breakpoint owe a share of gross sales above it, billed monthly, annually, or both, from the sales they report.
  16. Sales reporting intake (Monthly / Annual, about 348 hrs/yr) Sales reporting intake collects monthly and annual gross sales reports from retail tenants through tenant portals or email, as their leases require.
  17. Tenant sales audit (Monthly / Annual, about 348 hrs/yr) A sales audit tests a tenant's reported gross sales against its records where the lease grants audit rights, often after reported sales look inconsistent.
  18. Free rent schedule (Monthly / Annual, about 348 hrs/yr) The free rent schedule records abated rent months, whether abatement covers base rent only or recoveries too, and any clawback if the tenant defaults.
  19. Tenant improvement allowance tracking (Monthly / Annual, about 348 hrs/yr) The landlord's contribution to tenant build-out comes with rules: a fixed amount, eligible costs, draw requests backed by lien waivers, and a deadline to claim it.
  20. Security deposit/LOC tracking (Monthly / Annual, about 348 hrs/yr) Commercial deposit tracking records cash deposits and letters of credit, including burn-down or reduction terms, and confirms amounts held match what the lease requires.
  21. Letter of credit expiration tracking (Monthly / Annual, about 348 hrs/yr) LOC tracking watches letter of credit expiry dates and automatic renewal terms, so the landlord can demand a replacement or draw before the credit lapses.
  22. Recoverable expense mapping (Monthly / Annual, about 348 hrs/yr) Each GL account must be tagged recoverable or not, and to which pool, based on how the leases define operating expenses and exclusions.
  23. CAM budget (Monthly / Annual, about 348 hrs/yr) The CAM budget projects recoverable operating costs for the coming year by pool and becomes the basis for each tenant's monthly estimated payments.
  24. CAM estimate billing (Monthly / Annual, about 348 hrs/yr) CAM estimate billing sets each tenant's new monthly estimated recovery charge for the year and notifies tenants of the change in writing.
  25. CAM monthly billing (Monthly / Annual, about 348 hrs/yr) CAM monthly billing posts each tenant's estimated operating expense, tax, and insurance recovery charges along with base rent each month, from the approved estimate schedule.
  26. Real estate tax recovery (Monthly / Annual, about 348 hrs/yr) Tax recovery bills tenants their share of real estate taxes using the tax bill, each lease's pro rata share or base year, and any appeal refunds that must be passed through.
  27. Insurance recovery (Monthly / Annual, about 348 hrs/yr) Property insurance premiums are billed back to tenants in the share each lease allows, leaving out coverages or deductibles the leases exclude.
  28. Utility recovery (Monthly / Annual, about 348 hrs/yr) Utility recovery bills tenants for electricity, water, or HVAC by submeter reading, allocation, or after-hours HVAC charges, following the method each lease specifies.
  29. Gross-up calculation (Monthly / Annual, about 348 hrs/yr) Gross-up adjusts variable operating expenses to what they would have been at the occupancy the lease states, commonly 95 or 100 percent, so each tenant pays a fair share.
  30. Cap/stop calculation (Monthly / Annual, about 348 hrs/yr) Cap and stop calculation limits a tenant's recoveries by an expense cap (cumulative or not, often on controllable expenses) or by an expense stop or base year, as the lease reads.
  31. Admin fee calculation (Monthly / Annual, about 348 hrs/yr) Many leases allow an administrative or management fee on recoverable expenses, often a percentage that excludes taxes or insurance, applied tenant by tenant.
  32. Tenant dispute tracking (Monthly / Annual, about 348 hrs/yr) Dispute tracking logs tenant challenges to billings, reconciliations, or charges, with the lease basis, response deadlines from any audit clause, and the resolution.
  33. Lease billing audit (Monthly / Annual, about 348 hrs/yr) The lease billing audit compares recurring charges in the system with each lease abstract, finding missed escalations, wrong recoveries, and concessions that should have ended.
  34. Straight-line rent calculation (Monthly / Annual, about 348 hrs/yr) Straight-line rent spreads total fixed rent evenly over the lease term for GAAP reporting under ASC 842, creating a deferred rent receivable against cash rent billed.
  35. Lease termination processing (Monthly / Annual, about 348 hrs/yr) Termination processing ends a commercial lease at expiration or by agreement: final billing, deposit disposition, straight-line write-off, and updated space status.
  36. Lease renewal option exercise (Monthly / Annual, about 348 hrs/yr) A tenant's notice exercising a renewal option must be timely and meet the option's conditions.
  37. Estoppel certificate preparation (Monthly / Annual, about 348 hrs/yr) Estoppel preparation drafts the certificate a lender or buyer asks tenants to sign, confirming lease terms, rent paid, deposit held, and the absence of defaults.
  38. SNDA request processing (Monthly / Annual, about 348 hrs/yr) SNDA processing handles subordination, non-disturbance, and attornment agreements among lender, landlord, and tenant during financings and sales, tracking requests, drafts, comments, and signatures.
  39. Tenant COI tracking (Monthly / Annual, about 348 hrs/yr) Tenant COI tracking confirms commercial tenants carry the liability, property, and other insurance their leases require, with landlord and lender named as additional insureds.
  40. Critical date setup (Per event / project, about 150 hrs/yr) Critical date setup records option notice deadlines, expirations, rent steps, and co-tenancy or kick-out dates from the lease, with reminders set ahead of each one.
  41. Base rent schedule setup (Per event / project, about 150 hrs/yr) The lease's rent steps go into the system by period, with annual amounts, per-square-foot rates, and free rent months, feeding both billing and straight-line calculations.
  42. Percentage rent setup (Per event / project, about 150 hrs/yr) Percentage rent setup records the breakpoint (natural or fixed), the percentage, the sales reporting period, and exclusions from gross sales for each retail tenant.
  43. CAM pool setup (Per event / project, about 150 hrs/yr) CAM pool setup defines which expenses and which tenants share each pool, with denominators based on gross leasable area, occupied area, or fixed shares.

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