Curious what system folks are using (& enjoying) to track multiple properties

Curious what system folks are using (& enjoying) to track multiple properties

Specialist · Memphis, TN · Member since 2026 · 3 posts · 2 votes

Curious how everyone's managing multiple properties & what system you're using, & actually enjoy using.

I self-manage a few right now and it all lives in an Excel sheet I built myself. It works fine, but I'm manually entering everything, which is getting old.

What I'd love is something that holds expenses, income & cash flow per property month over month without me entering every detail by hand. Ideally I'd have repairs tracked in the same place, since that's always what I end up digging for later, & budgeting for repairs built in so what I planned to spend & what I actually spent aren't sitting in two different spots.

I was thinking about Stessa but there are so many options out there. I'm tempted to just stick with Excel, but figured I'd ask what's actually working for everyone else!

Thanks!

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Denise SuppleeBusiness Member
Realtor · Willow Grove, PA · Member since 2017 · 979 posts · 642 votes
1mo

Hi @Niah Jamerson, Stessa is a solid option for the income, expense, and cash flow tracking you're describing. You could also check Rentredi I know they partner with biggerpockets so might be a good option. 

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  • Member since 2026 · 4 posts · 0 votes
    5d

    At your size the software matters less than the system behind it. Spreadsheets and a shared photo folder work fine for a few units. Things break when volume grows: rent tracking, maintenance photos, and vendor follow-ups live in five places and nobody knows the current truth. For short-term rentals the bar is higher. Guests expect replies in minutes and turnovers on the same day. When that becomes your whole week, the real question is whether to keep self-managing or hire a manager. If you hire, look past the headline fee. Ask what it includes, who owns the listing and reviews if you leave, and how long the contract locks you in. I run a short-term rental management company in Toronto, Home Again Property Management, and the owners who stay happy are the ones who asked those questions first.

  • Member since 2026 · 3 posts · 0 votes
    3d

    The distinction between “everything is in Excel” and “I’m entering everything twice” seems important here. Before switching systems, I’d list the specific entries you repeat: rent received, recurring expenses, repair costs, and planned versus actual maintenance.

    For each property, I’d want to see monthly income, expenses, and net cash flow together, with each repair linked to its cost and receipt. That would make it easier to tell whether a new tool actually removes work or just gives the spreadsheet a nicer screen.

    Which manual step is taking you the most time right now: entering transactions, finding old repair records, or building the month-by-month view?

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