Out-of-state with a PM? How do you check big repairs?

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Out of State Investing
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Out-of-state with a PM? How do you check big repairs?

Aparna Pa
Member since 2022 · 4 posts · 2 votes

Poll: have you ever approved a repair you later suspected was unnecessary or overpriced?

I own a single-family rental in Kansas City and live in St. Louis, so I rely completely on my property manager. Over the past few years I’ve had a few expensive surprises:

  • A loose deck connection that I was told needed a full replacement. I approved it without a second opinion.

  • A leak that left a water mark on the kitchen ceiling. It was “fixed” several times, and I paid each time.

  • A tenant claiming mold that turned out not to exist. I still paid for the inspection, drywall repair and new flooring.

In each case I had no independent way to check whether the work was really needed or the price was fair before I approved it.

I’m curious how other out-of-state owners deal with this. Please mention how many rentals you own and whether you use a property manager.

  1. How do you check big repairs today, if at all?

  2. Would you pay around $100 to $150 for an independent local tradesperson to check a big repair, say over $1,500, within 48 hours, before you approve it?

  3. If you own more than one rental, roughly how many of your big repairs in the past year or two felt questionable, meaning possibly unnecessary, overpriced or a repeat of an earlier fix? For example, one out of five?

I’m not selling anything. I’m just trying to work out whether other people have this problem or whether it’s just me. I’d really appreciate hearing your stories.

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  • Lee Futcher
    Technology · Vancouver, BC · Member since 2026 · 156 posts · 31 votes
    1d

    Evening @Aparna Pa,

    The leak that got "fixed" several times is the example I'd focus on, because that's the one where an owner pays again and again without anyone noticing the pattern.

    I don't own rentals myself, but I work with property managers on the behind-the-scenes side, and the managers who avoid these surprises usually have three simple rules written into the agreement. Anything over a set amount comes with photos of the problem before work starts. Anything over a higher amount gets a second quote. And if the same issue at the same address comes back within 90 days, the original vendor goes back at no charge, or a different vendor takes a look.

    To your question about the paid check, I think repeat repairs are where an owner would pay for an independent look most easily, because by the second visit they've already stopped trusting the fix.

    Thanks,
    Lee

    0Reply
    • Aparna Pa
      OP
      Member since 2022 · 4 posts · 2 votes
      1d

      Thanks @Lee Futcher, the 90-day rule is the one I wish I’d had. Do PMs generally agree to that kind of clause, or is it a hard sell once the agreement is signed? And in your experience, how do they react when an owner wants to bring in their own contractor for a second look?

      Since you work closely with PMs, how often do you see the same issue come back more than once?

      0Reply
    • Lee Futcher
      Technology · Vancouver, BC · Member since 2026 · 156 posts · 31 votes
      23h

      Afternoon @Aparna Pa,

      Thanks for the great questions. I think the 90-day rule is easiest to agree on before the agreement is signed, but it's still a fair thing to raise now. Most managers I've seen are open to adding it as a short written addendum, especially when you explain it as protecting both of you from a vendor who keeps sending the same bill, rather than as a sign you don't trust them.

      On bringing in your own contractor, I think managers react much better when it's agreed ahead of time. If you name the person you'd use and the dollar amount where they'd take a look, your manager can simply arrange access when it comes up, and nobody feels second-guessed.

      As for how often the same issue comes back, it seems to happen more than most owners realize, and leaks are usually the culprit, just like yours. Once a problem has come back twice at the same address, I'd treat that as the moment to bring in the second look before anyone touches it again.

      Talk soon,
      Lee

      0Reply
  • John Roberts
    Member since 2026 · 2 posts · 0 votes
    1d

    Yes I am in the process of firing my manager. They’ve replaced the HVAC unit and the house only four years old.

    Going forward I am going to stay away from the bigger companies.

    In that vein, does anyone know of a small manager in Nashville?

    0Reply
    • Aparna Pa
      OP
      Member since 2022 · 4 posts · 2 votes
      1d

      Thanks John, that’s a painful one. An HVAC unit on a four-year-old house is exactly the kind of call I’d never be able to second-guess from out of state. Two questions if you don’t mind: did you have any second opinion on the HVAC replacement ? And when you find a smaller manager in Nashville, what will you do differently to stay on top of big repairs?

      0Reply
    • Scarlett Hayes
      Specialist · Ashburn, VA · Member since 2026 · 31 posts · 7 votes
      1d

      Hi John, I noticed your comment about looking for a smaller property management company in Nashville. I work in real estate networking and referrals, helping property owners connect with relevant local professionals. I’d be happy to explore some suitable connections if you’re still looking.

      0Reply
    • Glenn ZiserBusiness Member
      Real Estate Broker · Nashville, TN · Member since 2024 · 1 post · 0 votes
      22h

      Hi John, I have a smaller management company in Nashville, currently around 60 doors. Ziser Realty & Property Management. I would be happy to talk with you to see if we would be a good fit.

      [email protected]615-649-5111
      Ziser Realty & Property Management51 Review
      WebsiteView Page
      0Reply
  • Jimmy LieuBusiness Member
    Real Estate Agent · Columbus, OH · Member since 2019 · 3k+ posts · 2k+ votes
    1d

    Hi Aparna, three surprises like that add up fast when you can't see the property yourself. A few things beyond what's been covered: read your management agreement for the approval limit and whether the PM has to take bids or can use its own vendors. For anything structural, like the deck, a licensed home inspector or a structural-minded contractor can give you a written opinion for a modest fee. For the mold claim, ask for a report from a licensed assessor or lab before any remediation gets approved. For the leak, ask for the root cause in writing (roof, flashing, plumbing, condensation) rather than another patch. Keep a one-page log per property of every repair, vendor and cost so repeats jump out, and ask for photos of any parts that get replaced. Happy to connect and compare notes.

    [email protected]614-300-7535
    Jimmy Lieu, Red 1 Realty4.9124 Reviews
    WebsiteView Page
    0Reply
  • Bennett Vinson
    Real Estate Consultant · Alabama | SFR Operations Nationwide · Member since 2026 · 50 posts · 9 votes
    1d

    Aparna, this is a real problem, not just you. I've spent over 20 years running renovations and field operations for SFR operators, and the pattern you described shows up a lot when the owner can't walk the house.

    The leak that got "fixed" several times is the one I'd start with. A water stain on a kitchen ceiling is a symptom. Before another repair gets approved, I'd want the root cause in writing: roof, flashing, plumbing, or condensation. Photos of the problem before work starts, and photos after, so you can see what actually changed.

    Same idea on the deck. A loose connection is not automatically a full replacement. Someone needs to look at that connection and tell you what failed before you buy a whole new deck.

    On the mold claim, I wouldn't open walls or replace flooring until there's clear evidence the problem is real. A tenant report alone isn't enough to spend that money.

    To your questions: I work the renovation and field side, not as an out-of-state owner relying on a PM. The way I check a big repair is a site visit that looks at the actual problem, not just the bid. If I were in your spot, yes, I would pay $100 to $150 for an independent local look at anything over $1,500, especially if the same issue has come back once already. One extra visit is cheaper than a deck you didn't need or the same leak three times.

    A simple log per house of the issue, the vendor, and what you paid also helps. The second visit for the same problem is usually the warning.

    That's the gap we're building Eyes On the House™ (patent pending) to fill. Independent walkers document the actual problem on a set walk pattern so you can see the proof before you approve the spend. We walk it, measure it, and prove it. Public launch is January 2027. If you want to talk through how that would work on a house like yours: https://www.everyexpert.com/benvinson

    0Reply
    • Aparna Pa
      OP
      Member since 2022 · 4 posts · 2 votes
      17h

      Thanks @Bennett Vinson , this is really helpful, especially the point that a loose connection isn’t automatically a full replacement. That’s the one that cost me the most.

      A few questions on how you’d see it working in practice. Would something like this make sense for someone with a single property, or is it really built for operators with a portfolio? And what does an owner typically pay for one visit?

      The other thing I keep running into is access. My PM coordinates everything and the tenant is in place, so I’m not sure how I’d get an independent person into the house without the manager’s cooperation. How do you handle that?

      1Reply
    • Bennett Vinson
      Real Estate Consultant · Alabama | SFR Operations Nationwide · Member since 2026 · 50 posts · 9 votes
      16h

      Aparna, glad that deck point landed. That's exactly the kind of call that's hard to judge from another city.

      Yes, this makes sense for someone with a single property. An operator with a portfolio will use a walk like this more often, but the need is the same on one house: you can't stand there yourself, and you still have to decide whether the work is needed before you spend the money. Your Kansas City rental is the case we're building for, not only the bigger operators.

      I don't want to put a flat number on a public thread, because a visit to look at one problem, like that deck connection, is a different scope than a full walk of the house. If you grab a time, I can walk you through what one visit would look like on a house like yours, and what it would cost.

      On access, you don't go around your manager. You authorize the visit as the owner, and the PM schedules it the same way they would for any other vendor, with notice to the tenant. The person at the door is an independent walker, not someone the repair vendor sent. They carry ID, they're background-checked, and they carry insurance, so the tenant and the manager know who is walking the house. You stay in St. Louis and review the dated video and photos of the actual problem, then you decide.

      If a manager won't arrange that, that's a conversation about the management agreement. Most will do it if you tell them ahead of time that anything over a set amount gets a second set of eyes, and they set the appointment themselves.

      Public launch for Eyes On the House is still January 2027.

      0Reply
  • Hajra Wajid
    Technology · Member since 2026 · 32 posts · 4 votes
    1d

    @Aparna Pa one check nobody mentioned is free and you can do it from St. Louis..... Big jobs like a deck rebuild or an HVAC swap usually need a city permit. Kansas City lets you search permits by address online. Look at three things. Was a permit pulled at all, who pulled it, and did it pass final inspection? A full deck replacement with no permit on record deserves a hard question. The permit also lists a declared job value..... if it's far below your invoice, ask why. @John Roberts the same check works in Nashville for that HVAC.

    0Reply
  • Ametria Chaney
    Realtor · Memphis, Shelby County · Member since 2026 · 317 posts · 111 votes
    1d

    This isn't just you — it's the most common complaint I hear from out-of-state owners, and it's exactly why the management agreement matters more than the management company. From the agent side — I work with out-of-state investors here in Memphis — first, renegotiate the agreement now, not at renewal: set a dollar threshold where the PM must send photos and get your sign-off, and a second threshold where a second bid is required. Second, yes, I'd pay $100 to $150 for an independent look at anything over $1,500. That's a small fee to avoid paying for a deck you didn't need. Third, build your own local bench — a handyman, an inspector, and a local agent who can walk a property on short notice are worth more than any software. When you're choosing your next PM, ask their out-of-state owners how repairs are handled. That's the reference that tells you the truth.

    0Reply
  • Mendy M.
    Rental Property Investor · Member since 2024 · 29 posts · 36 votes
    14h

    I own five cheaper rental properties. All of them are out of town, so they are managed entirely by a management. I’m personally very selective, I do research, and am very intuitive when it comes to hiring an out of town property management company. I really speak to the people a lot beforehand to see if I have chemistry with them, and if I get the sense that they are straight and honest. Because if they don’t have those qualities, there will always be issues and you will never be able to verify everything adequately, while you are out of town. Another point: any repair that was unexpected and cost a lot, they generally need to get my approval beforehand, plus they have sent documentation with pictures and an explanation of what happened – what’s going on.

    I read through their explanation and looked through the pictures, and the sense I got was that it was legit and that the price was within a reason.

    I also will sometimes feed the email with the pictures to ChatGPT, and ask if the price for the job they are detailing is reasonable for the area.

    0Reply
  • Steven Mock
    Member since 2026 · 1 post · 0 votes
    5h

    Hi Aparna — one check that helped me on a similar out-of-state repair: for John's 4-year-old HVAC, ask the PM for the unit's model and serial number and check the manufacturer's warranty before approving a full replacement. Many HVAC manufacturers cover parts for 5 to 10 years, so a failed part on a 4-year-old system is often still under parts warranty even if labor is not. Same idea on the deck — a loose connection is often a hardware or fastener fix, not a full rebuild, and a photo of the actual connection tells you more than a line-item description. I ask for dated before-and-after photos and the itemized invoice for anything over $500, and I keep a simple log per property of the issue, vendor, and amount paid. That log is what showed me when the same leak kept coming back.

    0Reply
  • Drew SygitBusiness Member
    Property Manager · Royal Oak, MI · Member since 2012 · 13k+ posts · 9k+ votes
    3h

    @Aparna Pa the real issue is that you MISTAKENLY think your PMC has all the answers.

    That's NEVER true!

    I've been doing this for 30+ years and still run into new challenges often.

    An owner should collaborate with their PMC to:

    • Properly assess problems (you can't properly fix what you don't understand)

    • Discuss options (no one knows everything)

    • Think through pros & cons of each option (start with the worst outcome and work backwards)

    • Pursue expert opinions as needed (consulting)

    • Owner then makes final decision! (ownership)

    Unfortunately, many owners & PMCs BOTH fail to do all of the above.

    Some comments about what you posted:

    • A loose deck connection that I was told needed a full replacement. I approved it without a second opinion.

      • Pics & writeup, better yet narrated video, provided by PMC to explain problem so YOU understood it?

      • How many bids/opinions did YOU ask for?

    • A leak that left a water mark on the kitchen ceiling. It was “fixed” several times, and I paid each time.

      • What caused the leak?

      • Roof leak, water supply, water drain or improper tenant use of bath/shower?

      • What overall explanation did the PMC provide?

      • How many questions did YOU ask to understand the source of the leak?

    • A tenant claiming mold that turned out not to exist. I still paid for the inspection, drywall repair and new flooring.

      • What pics did PMC insist the tenant provide to support their claim?

      • What legal opinion did PMC or YOU seek?

      • Appears there was a water leak - what caused it?

      • What pics/video did PMC provide and YOU require for approval & funding?

    It's easy for everyone to blame the PMC, solely based upon your side of events.

    We've had owners that refused to engage with us to discuss issues, telling us to "just handle it" - then blaming us when the results didn't meet their expectations.

    No matter what actually happened, YOU are partly to blame.

    Now, what have you learned from all this so you can have better results moving forward?

    [email protected]248-209-6824
    Logical Property Management4.9462 Reviews
    WebsiteView Page
    0Reply
  • Henry Lazerow
    Real Estate Agent · Chicago, IL · Member since 2017 · 2k+ posts · 2k+ votes
    2h

    So many AI answers in this threat. BP really needs to ban AI

    0Reply
  • Marcus Auerbach
    Investor · Milwaukee - Mequon, WI · Member since 2010 · 5k+ posts · 7k+ votes
    2h

    I have rehabbed owned and managed SFRs for over 15 years now, plus I am an engineer by trade: so I have more experience than most, but diagnosing issues correctly and then coming up with a good fix is still by far the trickiest job I have.

    Especially when it involves multiple trades. You send a drywaller to look at the kitchen ceiling water stain, he is not going to fix the flashing on the roof. For a PM that means sending out maybe several guys before you get to the bottom. And you do that while you have the cost pressure, so you send a less qualified person first, because a well qualified GC costs too much.

    I don't think there is a silver bullet for this one. You can only be as involved as possible, talk to your PM, talk to the guy on site. And yes, sometimes bring someone externally in, like a really good home inspector (but a good one is also hard to find, most are just meh)

    0Reply
  • George Newman
    Investor · Huntington, WV · Member since 2026 · 21 posts · 4 votes
    48m

    Aparna, the ceiling leak is the one I would start with. A water mark that keeps coming back usually means nobody found the source yet, so paying for the same fix again is paying for a guess. Before you approve anything over $1,500, I would ask your PM in writing for three things: what caused it, what exactly will be done, and what photos you will get before and after. If they cannot name the cause, that is the moment to pause and get a second look. A loose deck connection does not automatically mean a full replacement, and your idea of an independent check on a big ticket like that is a reasonable one. On the mold claim, I would not open walls or replace flooring until there is clear evidence of a problem, and I would ask for a written warranty on repeat work so the second visit for the same leak is not a second bill. Keep one simple log for the house too: date, issue, who did it, what it cost, and whether it held. That log is what stops the same problem being sold to you twice.

    We fixed this — it's called Rehab Money Shield. Won't you come try it out?

    0Reply
  • Matthew Tregoning
    Property Manager · Melbourne, FL · Member since 2019 · 559 posts · 189 votes
    12m

    I manage vacation rentals across several states, so I'm looking at this from the management side. One thing I'd add: agree on what counts as proof that the repair worked. For that ceiling leak, a photo of fresh paint doesn't answer that question. I'd want the person diagnosing it to explain how they tested the fix, with the earlier work orders attached to the same issue. For an independent visit, I'd pay for a clear diagnosis and a repair-versus-replace explanation, rather than just a second price. I'd also agree with the PM ahead of time on who schedules access and who follows up.

    0Reply
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