If I get a commitment from one family member for $1 million and end up using $400,000 is there a logical way to keep track of that beyond contracts lawyers draw up for us? 

thanks for taking the time to look at this post. currently i live in a 2 family home i bought in dec of 2015, some quick numbers are296k (owe 270k) FHA loan (terrible paying pmi..but i didn't know better)1st FL im in $0.002nd FL $1.1k (under valued by 200-300 i believe in low enough rent to keep vacancy's low) house hack my other 2 bed rooms $700.00Mortgate= 1,960 owe im putting in about 500 out of pocket because the 2nd FL's heat is tied into my bill (1 big furnace) and yeah thats about it. house is in great shape for the next 5 years at least.. i dropped 50k on the first year finishing the basement, finishing the detached 2 car garage, this that and a bunch of crap.. house is in a nice area and has appreciated to about 365 as a guess based on zwillow. my real goal here is to buy and hold a 10 single family homes priced at 125k and under. my reason behind this is that i can save about 60k every 2 years and put that as a downpayment. i own a small construction company as a side gig so rehab is inexpensive.. well to a logical level. don't really like debt and im almost at the point where ill buy them cash 1 at a time... couldn't handle the stress of all the mortgages and the liabilities.. i don't believe in leverage. honestly its either stocks or real estate... came here from the Mrmoneymustache and madfintist's blog.  

Obviously, lowering the fee and raising the rate is an option but that feels a little bit like spinning my wheels.At some point, if I'm dropping my rates far enough to compensate for a high cleaning fee, we get into the conversation of "is it even worth it to rent it at this rate and risk property damage, 4 star review, etc".Our logic is make the property stand out and the cleaning fee is not an issue.

You have to put yourself in their shoes and try as much as possible to use logic, refer to the lease, but also be understanding where it makes sense. 

.- New owner is highly likely to raise their rent.Help me understand your logic on this please!

(it was never a huge market for MLB anyway)Logic would suggest you look to MLB working for your bank.  

Can anyone give advice or sources to consider what to do next logically?

@Nicholas L. it does sound like alot but our logic is this simple buy properties with as many tenants as possible so if you lose one or 2 its not a major loss to the over all cash flow. and the house flipping is just for lumps of cash and something to be active in while the multi tenant units properties are cashflowing.

The billing should be logical with a mathematical formula. 

My market (San Diego) has appreciated ~10% YOY (source Core Logic).