What I've learned about managing repairs across rentals

Question

Hey BP fam,

Keeping up with repairs for multiple rentals really gets chaotic. You end up chasing down unreliable handymen, shelling out way too much for tiny fixes, and then there’s the tenants waiting around, getting annoyed every time something drags on.

A few tricks that have helped me out: First, I keep a short list of a couple solid pros for each trade-electricians, plumbers, whatever. If it's just a small job, those service apps come in handy for quick fixes. And I’ve found it makes a difference to set clear timelines for tenants so they know what to expect.

So, how are you all keeping up with repairs as your portfolios keep getting bigger? If you’ve got any tips, I’d really love to hear them-always learning from this group.

Kevin Sobilo · Answer

@Siddharth Theodore, very good points! A few thoughts:

1. I use basic electronic deadbolt locks. That allows me to pre-program single use PIN codes that delete themselves after 1 use. This allows me to provide a PIN to a TRUSTED provider when the tenant isn't going to be home to let them in. This way the tenant doesn't need to let them in unless they wish to be there.

Clearly, I am not giving a PIN to "Chuck in a Truck" random handymen. This is for legitimate trusted providers. The most common provider I give them to are Plumbing/Heating contractors who are licensed/insured and whom I have used on rehab projects for a couple years or more.

2. You are 100% on point about communication. Set the expectation and conservatively. As the adage says "Under promise and over deliver" when possible.

3. One other suggestion, is to take yourself out of the middle when applicable.

For example, I provide all appliances including washers/dryers. So, I get quite a few broken appliance calls. I will initiate the call and allow the appliance repair to contact the tenant directly to get the make/model, description of issue, and to schedule the appt.

When you have a very reliable provider like that it simplifies things to take yourself out of the middle of those things.

Aaron Zimmerman · Answer

Having multiple people to contact for each trade is crucial. I'd say 3-4 people minimum would be recommended especially for handyman, plumber, hvac, and electrical.

J Castro · Answer

Hi @Siddharth Theodore, welcome to BP!

This is such a relatable part of scaling rentals. Repairs are manageable with one or two properties, but once the portfolio grows, maintenance can easily become a full-time coordination job.

One thing that’s helped a lot is treating maintenance like a system instead of a series of random emergencies.

Having backup vendors for every trade is huge because eventually someone won’t answer the phone when you need them most. We’ve also found that response time and communication matter just as much as pricing. A slightly more expensive contractor who shows up consistently usually saves money long term.

Another big improvement has been categorizing repairs by urgency:• emergency• same week• routine/preventive

That alone helps reduce chaos and keeps tenants informed without overpromising.

Preventive maintenance has probably saved the most headaches overall. Regular HVAC servicing, plumbing inspections, roof checks, and even simple walkthroughs catch a lot of expensive problems before they become tenant emergencies.

And you’re absolutely right about tenant communication. Most tenants are far more understanding when they know what’s happening and when to expect updates.

As portfolios grow, the operational side becomes just as important as finding deals. The investors who scale well usually have the best systems, not just the most properties.

Kim Gray · Answer

Siddharth great tips and you are right that the vendor list is everything.

A few things that have made a real difference managing repairs across multiple properties over the years:

Categorize every repair the day it happens — repair or improvement. Your CPA cares deeply about that distinction at tax time. Repairs are deductible in the year paid. Improvements get depreciated. Most landlords mix them together and sort it out in April which costs them money and CPA hours.

Document before and after on every repair. Photos dated the day the work is done. This protects you at security deposit time and supports your deduction if the IRS ever asks.

Build your vendor list by property not just by trade. Every property has quirks — the plumber who knows your older building's pipes is worth more than a cheaper stranger who has never seen them. Keep that context organized by property so whoever manages it next — including you after a long gap — has the full picture.

Set tenant expectations in writing every time. When you receive the maintenance request confirm receipt immediately and give a realistic timeline in writing. Tenants who feel ignored become difficult tenants. Tenants who feel heard stay longer.

The chaos Siddharth described — unreliable handymen, cost overruns, tenant frustration — almost always traces back to the same root cause. No system. The repair gets done but nothing gets documented, categorized, or archived for next time.

Build the system once. It runs itself after that.

Ryan Spath · Answer

What we’ve found over the years is that maintenance really becomes a speed-to-lead business, along with simply knowing your properties well. We self-manage our portfolio, which probably gives us an advantage compared to larger property management companies handling hundreds of doors. We do regular walkthroughs and keep track of the age and condition of appliances and major systems.

A lot of expensive repairs can honestly be prevented through routine maintenance. We stay on top of HVAC filter changes, check faucets and supply lines for leaks, look under sinks, and try to catch small issues before they become major ones.

One thing I’ve changed over time is my mindset on appliance repair vs. replacement. For example, if a dryer is 6+ years old and likely halfway through its lifespan, I usually won’t repair it anymore we just replace it. We can typically get a brand-new dryer installed with haul-away of the old unit for around $600. By the time you pay an appliance tech to diagnose the issue, order parts, and come back for repair, you can easily be $300+ into an older unit and still lose a week dealing with the problem. In my opinion, solving maintenance issues quickly is one of the biggest things that helps retain good tenants. When tenants feel like ownership responds fast and takes care of the property, they’re usually much more understanding of reasonable annual rent increases in that 1–2% range.

Patrick O'Sullivan · Answer

A few things that helped me manage repairs better as things scaled.

I started sorting issues into emergencies, normal repairs, and low-priority items. That alone made scheduling and vendor coordination a lot smoother.

Standardizing fixtures and materials across units has been a big win, too, since it makes sourcing and repairs quicker.

And I have found that clear communication with tenants goes a long way. Most frustration comes from uncertainty, not the repair itself.

Jim Johnson · Answer

What’s helped me most is treating maintenance less like isolated repair calls and more like an operational system.

Once portfolios grow, the biggest issues usually aren’t the repairs themselves — it’s communication gaps, inconsistent vendor performance, and lack of process around approvals, timelines, and follow-up.

Keeping a reliable vendor bench definitely helps, but I’ve also found a lot of problems get reduced upfront with:• Clear tenant expectations on response times• Defined scope before dispatching vendors• Consistent documentation/photos• Tracking repeat issues by property or vendor

A lot of maintenance chaos comes from the same problems repeating without visibility into the pattern behind them.

Chris Seveney · Answer

I rely on my property manager to manage etc. I may pay a little bit more but it saves a ton of time and resources.

Ryan Flanagan · Answer

Never pay a vendor without getting an invoice first. Chasing a contractor for paperwork when they have no financial incentive to sit down and do it is a recipe for frustration.

What I've learned about managing repairs across rentals

Most Popular Reply