From an owner’s perspective, here’s what I personally value most in monthly reports:Clear, concise financials – A simple cash flow summary works well for routine months, but I appreciate the option to dive deeper when something looks off.

Sure fancy programs & coaching can help accelerate the process to your goal, but don't spend an insane amount of money & only learn from people that are well trusted & in places you ultimately want to be in the future.I recommend attending your local real estate investor association meetings (REIA).

Air conditioners are harder because some parts may have been replaced, but using the manufacture date is usually a good starting point.Calculate the remaining useful life by subtracting years in service from the useful life:Calculate monthly provisions as follows:AC compressor: $2,500 ÷ 16 years ÷ 12 months ≈ $14/monthWater heater: $1,500 ÷ 3 years ÷ 12 months ≈ $42/monthTotal monthly provision: about $56You may have more high cost items, like roof replacement.Base MaintenanceIn addition to major components, you should plan for routine repairs—things like dripping faucets, slow drains, or minor fixes.Across the properties we manage, the five-year average for these base-level repairs is about $400 per year.

Even when you get done handling a routine maintenance request or driving out to do a showing, you're going to still be thinking about it. 

Software If You Want to Level UpStessa: Free, landlord-friendly, great for tracking expenses + mileage + docs.QuickBooks Self-Employed: If you plan to scale, it’s worth learning early.For one BRRRR, though, a credit card + spreadsheet usually does the trick.If It Were My First BRRRRSeparate credit card today.One Google Sheet with everything in it.Scan receipts so you’re not drowning in paper later.It doesn’t have to be fancy—you just want clean records when tax time hits or when you go for the cash-out refi.

I could actually use the extra time to build a routine around learning, analyzing deals, connecting with agents/lenders, or even doing some side work like inspections.

Hint: the ones that run ads on TV and have fancy wrapped trucks and show up with logo'ed shirts are WAY more expensive than the ones that have been doing it for 20 years, but show up in a questionable looking pickup truck!  

How to do itMy recommendation would be that you don't need all the new fancy CRMs.

., weak trust-accounting routines, slow ad approvals, unclear authority/access).Compensation models that worked for you: monthly retainer, per-door supervision fee, revenue share, flat + performance, any minimums/exit clauses.Ballpark ranges and how they scale as doors grow.Where you found them: NARPM chapters, Texas REALTORS/local boards, TREC license search, BP groups, LinkedIn, referrals.Contract must-haves for an IC setup: authority, E&O proof, ad-approval SLA, trust-account signatories, data access, transition/exit clauses.  

Wednesday morning, I got the kind of call every landlord dreads — our contractor broke a pipe under the kitchen sink during some routine work.