Keeping Track of Details For Each Property

Grand Rapids, Michigan
Managing Your Property
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Keeping Track of Details For Each Property

Loren SouersPro Member
Real Estate Broker · Portage, MI · Member since 2015 · 50 posts · 12 votes

Hi All,

I am looking a way to keep track of details of my property like notes, upgrades to the property, and other details about each property. I already have RentRedi for managing the property. Do others simply use Word, Excel, Trello, or another to keep the details of each property? 

TIA

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Account Closed
Member since 2025 · 17 posts · 11 votes
1y

I think it depends on the size of your portfolio! Notion's definitely a good alternative but once you go past hundreds of units, I think Appfolio or Rentvine is more fitting.

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  • Jaycee GreenePro Member
    Real Estate Consultant · St. Louis MSA · Member since 2024 · 3k+ posts · 727 votes
    1y

    Hey @Loren Souers! Personally, I like to use Notion for this type of task, but I'm sure there will be others on here that will recommend Monday.com, ClickUp, or Asana.

    [email protected]
    1Reply
    • Brian Binkley
      Member since 2025 · 12 posts · 13 votes
      10mo
      Quote from @Jaycee Greene:

      Hey @Loren Souers! Personally, I like to use Notion for this type of task, but I'm sure there will be others on here that will recommend Monday.com, ClickUp, or Asana.

       Hi @Jaycee Greene, do you mind sharing how you're using Notion?  I am closing on my first investment at the end of this month and I just came onto the forums to see if/how others are using Notion - any tips/advice would be greatly appreciated!

      2Reply
  • Trey Maclin
    Property Manager · Eastern Region, US · Member since 2023 · 39 posts · 16 votes
    1y

    I'll second notion or another living wiki-type platform if it's just notes you're after, or if you're looking for something more task-oriented, Asana features project pages and other functions that track data and next steps. Using spreadsheets is doable but not very scalable depending on how much you're dealing with.  

    1Reply
  • Ty CouttsBusiness Member
    Lender · Denver, CO · Member since 2022 · 467 posts · 230 votes
    1y

    Hi Loren,

    For tracking property details like upgrades, notes, and other specifics, many investors use a combination of tools. While RentRedi is great for property management, here are some other options to consider:

    • Excel/Google Sheets: A simple, customizable way to track property details, upgrades, expenses, and maintenance.
    • Trello: Good for organizing tasks and progress on specific properties. You can create boards for each property and track updates, tasks, and improvements visually.
    • Property Management Software: Some users also leverage software like Appfolio or Buildium for more comprehensive tracking, though these can come at a cost.

    It really depends on your preference for simplicity versus more structured systems. Using a combination of tools might work best depending on the level of detail you want to track.

    Hope this helps!

    [email protected]719-641-5169
    Ty Coutts - Aslan Home Lending 544 Reviews
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  • Account Closed
    Member since 2025 · 17 posts · 11 votes
    1y

    I think it depends on the size of your portfolio! Notion's definitely a good alternative but once you go past hundreds of units, I think Appfolio or Rentvine is more fitting.

    3Reply
  • Scott JohnsonBusiness Member
    Specialist · Greenville, NC · Member since 2019 · 673 posts · 408 votes
    1y

    Each upgrade is depreciated separately, and each has a monetary value and depreciation schedule.

    So to keep it simple, use your books 😉 

    Accounts/Sub accounts: Address (or property identifier) >> Name of update >> Depreciation account for that upgrade.

    I am not a CPA and am not providing legal advice. Just a thought.

    [email protected]
    0Reply
  • Nathan GesnerBusiness Member
    Moderator
    Real Estate Broker · Cody, WY · Member since 2010 · 28k+ posts · 41k+ votes
    1y
    Quote from @Loren Souers:

    A simple spreadsheet would suffice. Create a tab for each property. Start with the address and details about the rental.

    Create a section for tracking the lease information. Tenant(s) name(s) and contact information, start/end of lease, rent rate, pets, kids, etc.

    Create a section for tracking rent charges and payments. You can find examples of a payment ledger online.

    Use another section for tracking maintenance. Start with maintenance notes that you may regularly reference, such as air filter size, water shut-off location, etc. Then track the date a maintenance issue was reported, description of the problem, who it was assigned to, when it's estimated to be completed, when it was completed, date/amount paid, etc.

    It doesn't have to be fancy. All you need is a product that is easy to use and reference.

    The DIY Landlord Book4.7248 Reviews
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  • Tracy L. Giovanoni
    Member since 2025 · 2 posts · 3 votes
    1y

    I use Buildium and I'm building out a database in Airtable.  It's a learning curve, but I think it's going to be the best solution.  It has a free plan that I think will meet my needs.  

    2Reply
  • Loren SouersPro Member
    OP
    Real Estate Broker · Portage, MI · Member since 2015 · 50 posts · 12 votes
    10mo

    @Brian Binkley I have not started using it but there are several notion builds online that might work for you. 

    Here is a link to the market place. You can get some free and some paid. 

    https://www.notion.com/templates/search?query=rental+propert...

    0Reply
  • John T.
    Rental Property Investor · Central U. S. A. · Member since 2013 · 296 posts · 149 votes
    9mo

    I maintain a simple yet effective Excel spreadsheet to track appliance and improvement details for each rental property.

    The column headers represent different categories (e.g., Address, New Roof, New HVAC, Refrigerator, Oven/Range, Dishwasher, Water Heater, etc.).

    Within each category column, I record the relevant details for that specific item in each property. For example, under the “Refrigerator” column, the following information is typically stored for each unit:

    Manufacturer

    Model Number

    Serial Number

    Color/Finish

    Purchase Date

    Warranty Status/Expiration

    This structure keeps all key data organized, easily accessible, and tied directly to the individual rental property.

    2Reply
  • Loren SouersPro Member
    OP
    Real Estate Broker · Portage, MI · Member since 2015 · 50 posts · 12 votes
    8mo

    Thanks for the info @Yanik Parsch! I love hearing others ways of organizing. In a sea of hundreds or thousands of options, some clarity if refershing. 

    I took a look at Baseline. Is it similar to Quickbooks? I do like RentRedi and already use QB. We need an all in one that doesnt break the bank. 

    0Reply
  • Loren SouersPro Member
    OP
    Real Estate Broker · Portage, MI · Member since 2015 · 50 posts · 12 votes
    8mo

    Good tips @John T. Excel is such a great tool. Sometimes it can get a bit overwhelming for me when deciding all the information to include in upgrades and alike. 

    Could you share your spreadsheet? 

    0Reply
  • Jake BakerBusiness Member
    Flipper/Rehabber · San Diego, CA · Member since 2020 · 1k+ posts · 695 votes
    8mo

    @Loren Souers

    Underwriting - DealCheck

    Project Management - ClickUp

    Bookkeeping - QuickBooks Online Plus

    [email protected]
    BookkeepingRE - Bookkeeping for Real Estate & Service-Based Businesses58 Reviews
    WebsiteView Page
    2Reply
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