What systems and processes do investors have set in place for the following?

1. Tracking Income & Expenses 

2. Calculating ROI (CoC, Flow, Appreciation, etc)

Would love to know how, and how often people are looking at the numbers to determine when to refinance, sell, or just track performance. 

P.S. I'm more of an excel, manual, hands on freak, but not opposed to hearing about automation tools such as Stessa too :)