Management Processes

Scan Lease File

MI8

Scan file and driver’s license and attach to customer file in Rent Manager

Lease File Check

MI6

Check customer File, File when complete

UTILITIES: Cancel

MI10

Cancel utilities

Lease Signing

MI2

Prepare Forms, Sign and collect deposit, and rent

Deposit

MI1

Collect Deposit

Coop Lease Commissions

MI3

Please put cooperating agent information, use the SI for billing Pay broker, attach W9, zipform broker commission

Welcome Letter

MI9

Send welcome letter

Remove Sign/Lockbox

MI13

Remove sign/lockbox

Lease File

MI5

Turn in complete file with checklest

Customer Set Up

MI7

Change prospect into customer, complete Rent Manager setup and fields, including

DFW Lease Commissions

MI4

Bill owner for lease

Move In Keys Rcvd

MI12

Keys Rcvd

Pre-inspection

MO6

Pre-inspect, Sign, Lockbox, Start Marketing Process if possible or charge tenant fee. In needed give names of contractors to tenant

Pictures/Sign

MO7

Put out sign, take pictures

UTILITY: Electric

MO4

Electric on as of move out date

Process tenant deposit refund

IMR6

Process tenant deposit refund

UTILITY: Water

MO5

Water on as of move out date

Resident Move Out Charges

IMR5

Enter Tenant Charges and Invoice Tenant (Tenant Charge List)

Web Marketing

MO9

List property on Website, Syndicate, Craigslist

Owner Move Out Notice

MO3

Send owner notification of move-out notice

Close File

IMR7

Remove file and make inactive

Move Out Instructions

MO2

Send move out instructions

Notice

MO!

Notice received - Create MO project, Create IMR Project as of MO date,

MLS/CSS

MO8

List property on MLS, CSS

Lease Renewal Billing

R19

Get copies of lease renewals and expiration report from Sam, Change rent amount in Rent Manager

Renewal Followup

R20

When returned, confirm rent amount in Rent Manager and change date, verify tenant information, Add to tenant file, scan into RM

Eviction Request

R4

Create eviction request for filing

3 Day Notice

R3

Send 3 day notice to tenant/Apply Fees

Lease Renewal Sent

R18

Run lease expiration report , Run CMA for each property, consult with owner if nessacary, (email to Eric), prepare lease renewals, create SI Renewal Followup for each renewal

Tenant Statements

​

Create tenant statement

Sale File/Accounting

AR & Dep 2

On sold homes, keep HUD and Closing Docs in system and Input Sell Accounting

Credit Card Transactions

Weekly 7

Verify all on HD, Amex, Amex Blue, Capital One charges match approval request and are being bulled into quickbooks.

Reconcile Bank Accounts

Reconcile 1

Reconcile all business bank accounts

Reconcile all personal bank accounts

Weekly 5

Reconcile al personal bank accounts

Pay Bills - Reoccuring Monthly

AP 1

In quickbooks, verify and pay all reoccuring bills.

Budgets

R17

Create budget in for any new property. Annually, create new budget the following year

Bill: Mortgages

R15

Reconcile and Pay all Mortgages

Pay Bills - Approved Invoices

AP 1

Verify and pay any vendors. GM or OM approval required.

Weekly 7

Verify all on debit card charges match approval request and are being bulled into quickbooks.

Deposit

AR & Dep 1

Deposit any checks received into the proper bank accounts.

Daily Process - Mail

R22

Collect, open, and sort mail.

Reconcile Credit Cards

Weekly 6

Reconcile and pay HD, Amex, Amex Blue, Capital One

Rekey/Change Locks

MI11

Change Locks

Cancel Insurance/Refund

s9

Cancel insurance on sold homes

Inspection repairs

s5

Complete or select vendors to compete repairs requesting from sale inspection

UTITLITY: Gas

IMR4

Turn on gas after PM indicates

Daily Process - Service Calls

R23

Take service calls. New issues must be put into writing

Service Request

R21

Check Property Insurance

A10

Make sure that each property is insured

File Eviction

​

File evictions as needed. Notify attorny or realtor in necessary

Project plan

N11

Complete a walkthrough and develop a project plan for rehabing property

RFP

A12

Request vendor princing for items on project plan

Walk property (sweep front porch, pick up any bugs)

NL4

​

DFW Properties sign in yard visable to traffic

NL1

​

Check for leaks under sinks, water heater, & flush toilets

NL6

​

Rently sign is visable

NL2

​

Check that utilities are on

NL7

​

T-Stat is set properly Summer: 78 Winter: 60

NL5

​

Photos / e-mail to Service.HomeDFW@gmail.com

NL8

​

Rently lockbox on front door (note serial #)

NL3

​

Final Inspection/Pictures/Sign

S1

Put out sign, take pictures

Remove Rently sign

REM2

​

Walk property (sweep front porch, pick up any bugs)

REM4

​

Rekey exterior locks including door to garage

REM7

​

Check for leaks under sinks, water heater, & flush toilets

RME6

​

T-Stat is set properly Summer: 78 Winter: 60

REM5

​

Remove Rently lockbox

REM3

​

Remove DFW Properties sign

REM8

​

Remove DFW Properties sign

REM1

​

Remove Rently sign

REM9

​

Remove Rently lockbox

REM10

​

DFW Prop Gen Liability

Annual

Make sure companies have all proper insurance

Decorate

s4

Stage homes being put up for sale

MLS/CSS

s2

List property on MLS, CSS

Web Marketing

s3

List property on Website, Syndicate, Craigslist