Ask Property Managers For These 3 Reports Every Month

Dustin Edwards • March 7, 2025

Like any business, it's important to be informed about your rental property’s financial health. Property managers should be able to provide landlords with several specific reports every month. Though, some reports are more significant.

Below are the three reports you should ask your property managers for, every month.



Rent Collection and Income Report

As one of the most critical monthly reports, landlords should request rent collection and income reports. It provides a clear overview of which tenants have paid, and more importantly, who is late on rent and who may have any outstanding balances owed. Without access to this information, landlords with an extensive portfolio may unknowingly experience financial shortfalls, especially if multiple tenants fall behind on their rent. A good property manager should also be able to point out trends within the report. Using this information, you can then determine if you want to assist them if they’re otherwise high quality tenants, or opt to not renew their lease.


Aside from tracking payments, this report should include details on any fees accrued by tenants, such as late fees, bounced checks, or if partial payment was made. For landlords relying on rental income to cover for mortgage payments, being aware of potential income setbacks can prevent financial stress and keep your investment property running efficiently.


Expense Report

Like many businesses, investment properties will have expenses. While tracking rental income is important, it's equally important to keep track of your rental property’s expenses. An expense report should provide a detailed breakdown of any costs related to the property. This should include costs for routine maintenance, vacancy preparation, emergency repairs, and more. A property that is well maintained should have predictable expenses, meaning any spike in costs should be closely examined. 


A comprehensive expense report can also help landlords budget for future investments, upgrading the rental property. As well as allowing you to compare monthly expenses over time to discover new trends. As an example, seeing a spike in plumbing repairs or blockages can be the result of roots growing in the sewage drain, or older buildings, it can be a sign that the plumbing needs to be replaced. If not looked into, it may result in an expensive emergency repair and thousands of dollars in damages.


Occupancy/Vacancy Report

Having a high occupancy rate is the best way to maintain a steady rental income. This makes the occupancy/vacancy report a crucial document for landlords. This report details which units or homes are currently occupied, which lease agreements are expiring soon, and what, if any units are vacant. Without this information, landlords risk being caught off guard if a tenant moves out unexpectedly, or new leases being delayed and not signed on time.


Additionally, this report is especially valuable in assessing your property manager’s effectiveness. If units are vacant for extended periods, it may be the result of poor
marketing, rent assessment or lack of proactive tenant retention strategies. By monitoring this report closely, it can not only help you stay afloat for unforeseen financial issues, it can help you understand if your property management company is right for you.


While a good property manager should provide you with more than just these three reports, these help landlords stay prepared, maintain cash flow, control expenses, and reduce overall maintenance. If you’re looking to be better informed about your investment property or you need help managing your Beach City rental property, we invite you to call us today at (562) 888-0247 or complete our
Owner Application online.

Share this post

By Dustin Edwards May 17, 2025
Have you considered including utilities in your rent? Here are some of the most common utilities that help tenants see a greater value on renting your property
By Dustin Edwards May 8, 2025
Your property’s roof is its first line of defense from the sun, rain, and wind. Which means it will eventually wear out. Many landlords overlook this since a roof is generally designed to last twenty or so years, and they simply forget until the signs begin to show. Below, we’ve compiled a short list of five signs it’s time to replace your roof for when doing property inspections. Tenant Complaints When your roof has become damaged, your tenants will likely be the first to notice. When tenants report water stains on the walls and ceilings, it's a sign that you should inspect your roof. In severe cases, your tenant may notice water dripping from roof leaks. This moisture, if left unchecked, can lead to the growth of mold and mildew, which can be a health concern for your tenants. Some tenants simply move out, assuming the odors or recurring respiratory issues are caused by the rental and not just the roof. This leaves you with a vacancy to manage, and if you’re unable to find the leak during this period, the following tenant may have a negative experience as well. Many landlords have found it beneficial to have property inspections regularly in order to preserve both the property’s value and the tenant’s trust. Roof’s Age Even with the highest quality materials, a roof still has a shelf life. Most roofs in Long Beach, CA, use asphalt shingles, and these generally last around twenty to twenty-five years. Once they've passed this threshold, the faults begin to show themselves. A sagging roof line is a sign that your roof is due to be replaced, as it's a serious concern. It often indicates that moisture has entered the underlying decking and caused some structural damage. From ground level, you may not be able to notice these problems. However, during an inspection of the property, an experienced inspector should be able to notice soft spots or contours on the roof. These forms of damage often get worse over time. Coordinating these inspections and preventative maintenance can be difficult for landlords with an extensive portfolio, which is why many enlist help. Shingle Damage Damaged shingles are one of the most obvious signs that your roof is deteriorating. If you ever notice cracking, curling, or patches with missing shingles, the roof is no longer providing adequate protection to your property. Although you can buy time with spot repairs, if the entire roof shows signs of damage, it’s likely time to replace the roof. Aside from protecting your property, the roof affects your property’s curb appeal. A patchy and worn-out roof can drive down the rental appeal. Prospective tenants will easily be able to spot the differences between pictures taken in the listing when compared to the property in person. This can not only hurt your chances of filling a vacancy, but it can also hurt your reputation as a landlord. Granules in Gutters After heavy rainfall, it's a good idea to inspect your rain gutters. If you or your property manager notice large amounts of black or gray granules, it means your roof shingles are breaking down. These granules are critical for shedding water off the roof. Once the granules fall off the shingle, the shingle begins to degrade faster under the sun and elements. If you’re not sure how old your roof may be, Loss of granules can be a strong indicator that your roof is nearing the end of its lifespan. Regular gutter cleaning and roof inspections can help catch these problems early before they become expensive repairs . Increase in Utility Bills Your tenants complaining about their utility bills increasing or poor temperature control in the rental may not realize the roof is to blame. A failing roof can result in subpar insulation and ventilation. This can lead to higher heating and cooling bills for your tenant. This can be frustrating for your tenants while putting more strain on the HVAC system. This puts more wear and tear on your HVAC system. Being aware of the warning signs and being proactive can protect your rental property, maintain tenant satisfaction , and avoid emergency repairs. If you need help inspecting your roof or you need help managing your Beach City rental property, we invite you to call us today at (562) 888-0247 or complete our Owner Application online .
By Dustin Edwards April 30, 2025
Do you own multiple properties with sufficient
Show More