Landlords with multiple units: how do you keep routine maintenance from slipping?

[Sean Anderson]

I self-manage a small portfolio and the hardest part of preventative maintenance hasn’t been remembering what to do — it’s coordinating people.

Specifically:

• Vendors operate on schedules, tenants operate on availability

• Routine servicing (filters, HVAC, inspections) easily slips when no one “owns” the coordination

• Vendor info, service dates, and unit details end up scattered

• Calendars exist, but they don’t reflect what’s actually happening at the unit level

I ended up building a tool for myself that centralizes:

• Properties and units

• Vendors and the services they provide

• Equipment tied to each unit

• A shared maintenance calendar that reflects routine servicing, not just repairs

It’s essentially finished, and before rolling it out further I’m looking for a few landlords who already care about preventative maintenance to pressure-test the workflow:

• Does this actually reduce back-and-forth?

• What would you not track this way?

• Where does coordination still break down?

If anyone here actively manages vendors and routine servicing and is open to blunt feedback testing, I’m happy to share access privately.