Property Management Business is a sound firm that is losing money in three places it cannot currently see. In one of them, most of the money lost belongs to your property owners.

What is working

The firm's revenue has grown each year, to $540,000 in the last twelve months. From your data
Tenants stay. 71% of leases that ended were renewed, and the average tenant has been in place 2.9 years. From your data
Property owners recommend you. 4 of your 6 new owners came from another owner. From your data

Where you are losing money

Empty units. A unit sits vacant for 34 days between tenants. In 29 of 36 turnovers it was not advertised until it was empty. 412 people who asked about a vacancy never got a reply. From your data
Fees you are allowed to charge and did not. 23 vendor invoices worth $9,840 were paid by the firm and never billed to the property owner. 96 invoices carried no markup, and 28 renewal fees were not charged. From your data
Property owners who leave. 5 owners left with 11 units. Three of them told you why in writing: late statements and repairs they heard about afterward. From your data

The three things to fix, in order

Fill empty units sooner. What it is costing you: about $27,540 a year of your owners' rent, and about $2,340 a year of the firm's fees. Our estimate
Charge what your agreements allow and bill back every vendor invoice. About $20,240 a year of the firm's revenue. Our estimate
Keep the owners you have: statements on time, and no repair an owner first learns about from a statement. About $5,304 a year of the firm's revenue. Our estimate

The one number to improve first: days vacant per turnover. Today it is 34.

These figures are what each problem is costing you. They are not a promise of what will be recovered.

The scorecard

The ten main numbers we measure every three months.

Main number	30 September 2026	Better is	Where it comes from	Fix
The firm's revenue, last 12 months	$540,000	Higher	QuickBooks	All
Units under management	142	Higher	AppFolio	3
Days vacant per turnover (seasonal)	34	Lower	AppFolio	1
Rental inquiries with no reply	412 a year, or 103 a quarter	Lower	AppFolio, Quo, website form	1
Leases renewed (seasonal)	71%	Higher	AppFolio	1
Rent paid by the 5th of the month	74%	Higher	AppFolio	3
Work orders open more than 14 days	47	Lower	AppFolio	3
Fees and vendor invoices allowed and not billed	$20,240 a year, or $5,060 a quarter	Lower	AppFolio and QuickBooks	2
Day of the month owner statements go out	14th	Lower	AppFolio	3
Owner's hours a week on calls and email	26	Lower	Quo, and our estimate from the owner's count for email	All

Each one gets a plain reading every three months: working, watch, or adjust.

A sample Business Analysis for a property management firm.

Read the whole sample.

The software this sample was built from.

The first page gives the answer.

01The short version

The ten main numbers we measure every three months.

Get one written from your own records.