I'm thinking that I just need to stick with my plan because I've done research to confirm it is fair, and I need to worry less about the tenant potentially moving out. 

Check public records for the property to confirm this and their ownership.

a dedicated software?

I have a voicemail confirming this.

What softwares do you use for your team if you don't mind me asking? 

That way invoices are paid promptly, the books stay clean, and owners can easily see a breakdown on their monthly statements.Some also use property management software (like Buildium or AppFolio) to streamline vendor payments, track invoices, and auto-generate owner reports — which helps cut down on back-and-forth.I’d love to hear what others are doing too, especially if you’ve found ways to keep it simple but still professional.

Real estate veteran warns ‘hopelessness’ in housing market threatens the American dreamTreasury Secretary Scott Bessent confirms administration considering national housing emergency this fallPMG Affordable principal and Lehman Brothers alum Dan Coakley speaks to Fox News Digital about why now is the time for the White House to declare a national housing emergency.As the Trump administration considers declaring a national housing emergency, an affordable housing developer who began his career at Lehman Brothers unequivocally agrees the proclamation is overdue."

these Guru get rich because most of us want to get rich the easy way and they sell us the solution. so don't feel bad about it, he supplied you with the software brother find your own deals...and Good luck brother. 

The one big thing that I would do is to have a project manager that is with full-time or a contract employee, or if you don't have the resources for this hire a realtor in the local area pay them a trip fee or something agreeable to make things work for both parties to get photos, confirmation that work is done weekly. 

If youre relying on a refinance into a regular loan as the plan for dealing with an acceleration, I recommend you talk with a competent lender and get solid confirmation of this scenario ahead of time.