Maintenance Tracking Method

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John UnderwoodPro Member
Investor · Greer, SC · Member since 2014 · 13k+ posts · 17k+ votes
1y

I use a spreadsheet for maintenance  tracking. I have a tab for each property.

It's more for history because if something needs repair or maintenance I get it done ASAP. 

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  • Dominic Mazzarella
    Investor · Hendersonville, NC · Member since 2016 · 498 posts · 285 votes
    1y
    Quote from @Jeremy Jareckyj:

    What is everyone's go-to maintenance tracking method for their STR or the STRs they manage? Curious to hear about different software options and potentially some great custom-made methods. Cheers!


    A lot of STR folks use Breezeway. I’d check out the reviews at least. 
    0Reply
  • Andrew SteffensBusiness Member
    Tampa, FL · Member since 2022 · 4k+ posts · 3k+ votes
    1y

    Its built into our PMS (Streamline) but previously used Breezeway and EZCare

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  • John UnderwoodPro Member
    Investor · Greer, SC · Member since 2014 · 13k+ posts · 17k+ votes
    1y

    I use a spreadsheet for maintenance  tracking. I have a tab for each property.

    It's more for history because if something needs repair or maintenance I get it done ASAP. 

    3Reply
  • Andrew Street
    Member since 2019 · 1k+ posts · 292 votes
    1y

    For our short-term rentals, we keep things really streamlined by combining Hospitable as our PMS with ClickUp for our maintenance management. Hospitable keeps all our guest communications, calendars, and property info perfectly organized, while ClickUp is our central hub for tracking every maintenance task — from minor touch-ups to larger projects — with clear timelines, assignees, and status updates.

    This combo gives us full visibility, reduces missed tasks, and allows our team to respond quickly when something comes up. It’s efficient, scalable, and keeps our properties in top condition, which means happier guests and better reviews.

    If you’re managing multiple STRs or want to feel less stressed about upkeep, this system has been a game changer for us.

    1Reply
  • Michael BaumPro Member
    Olympia, WA · Member since 2016 · 8k+ posts · 7k+ votes
    1y

    I am with @John Underwood, super easy to do with a simple spreadsheet. 

    1Reply
  • Sameul Ahsan
    Real Estate Agent · Worcester, MA · Member since 2024 · 107 posts · 45 votes
    1y

    I use Trello and VAs to manage my portfolio 

    0Reply
  • Garrett BrownPro Member
    Rental Property Investor · Houston, TX · Member since 2024 · 517 posts · 554 votes
    1y

    I use Asana paired with VAs and Turno. I know people who use Breezeway (I wasn't a big fan), Monday.com, etc. 

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  • Mike Poe
    Rental Property Investor · Member since 2026 · 15 posts · 5 votes
    9mo

    I used to track this in a spreadsheet but it always turned into a mess at tax time. What finally helped was keeping repairs and capital improvements clearly separated with dates and vendors — made my CPA way happier.

    I actually built a tiny tool for myself to keep CPA-ready maintenance records (no tenants, no messaging, just clean logs).

    1Reply
  • Matthew Tregoning
    Property Manager · Melbourne, FL · Member since 2019 · 472 posts · 173 votes
    3d

    Whatever tool you land on, give “reported” and “verified fixed” separate statuses. A paid invoice doesn’t tell you whether the next guest can use the appliance. Assign someone to test the repair and add a photo or short note before closing the task.

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