Locally Owned and Operated.
Serving Oklahoma City Rental Owners Since 2011.
This guide walks you through how we manage long-term residential rentals, from taking over your property and finding tenants to collecting rent, handling repairs, and managing move-outs. You’ll learn what we handle, what we need from you, and how we track rental income and expenses.
| Who | What they do |
|---|---|
| Property manager | Your main contact. Walks the property, coordinates decisions, does maintenance surveys and move-out inspections. |
| Leasing team | Handles showings, applications, and screening. |
| Maintenance team | Arranges and follows up on repairs with technicians and vendors. |
| Accounting team | Pays bills, keeps records, and prepares your monthly statements. |
| Broker and accounting oversight | Reviews operations and checks account records every month. |
Decisions That Are Yours
Everything in writing: We send approval requests by email so you can review the work and costs, and so there is a record of every decision. Repairs and other property costs are owner expenses unless your written agreement says otherwise.
What we need from you: To keep things running smoothly, we need timely decisions, enough funds in the account for expenses, and your willingness to approve necessary repairs.
We build a plan around whether your home is occupied or empty, and around your priorities.
If Tenants Already Live There
If The Home Is Vacant
Your property manager walks through the home and lists any repairs or cleaning needed. We send you the plan and costs in writing for approval, then begin getting the home ready to rent.
We recommend a starting rent and talk it through with you. We look at similar nearby rentals, what they actually rented for, current competition, location, condition, and demand. We use RentEngine for market analysis.
Why Price Matters
A higher asking rent can backfire if the home sits empty.
An extra $50 a month adds up to $600 a year, but one empty month at $1,200 costs twice that. (This is an example, not a prediction for your home.)
After listing, we track inquiries, showings, and applications. If interest is weak, we review price, condition, photos, and showing access, and recommend changes when needed.
The final rent and the time it takes to lease depend on your property, competing rentals, and how applicants respond.
Where We Advertise
Showings
Screening
Lease terms
We negotiate within the authority you give us. You approve major terms unless your agreement says otherwise.
At move-in we take photos and video of the home, and the tenant records any existing damage. This gives everyone a clear starting point for move-out.
You can see everything in your AppFolio owner portal:
Rent is due on the 1st. If unpaid, a late fee applies on the 2nd. We send a reminder on the 1st, followed by email and text reminders after the due date.
If Rent Stays Unpaid
Nothing is filed without your approval. We will contact you for approval before sending any eviction filing request and coordinate the necessary paperwork. Legal representation is handled separately. Notices and filings follow your lease and applicable Oklahoma law.
Our collection process does not guarantee payment or a particular legal outcome.
Statements and deposits typically arrive by the 10th of each month, with occasional delays generally resolved by the 15th.
Your payment is the rent collected, minus expenses, required reserves, and unpaid bills. Your management agreement sets out the reserve requirements and our fees. Rent billed is not the same as rent received, and rent received is not always the amount available to send you.
Every month, we check our account records against the bank records. Review your statement and ledger anytime in AppFolio. If you have a question, tell your property manager which transaction or month you need clarified, and they can help you find the answer.
We choose either our in-house technicians or an outside vendor, whichever is best for the job and the cost.
Approval limit
On our full-service plans, we ask for your approval before any single repair over $300. This is a limit per repair, not a monthly total. Emergencies, safety issues, essential services, and protecting the property are exceptions, as described in your agreement.
Proof of work
We take before-and-after photos and keep records of the charges. We also conduct occasional spot inspections to check completed work, but not after every repair.
For a 12-month lease, your property manager does a maintenance survey in month 10, inside and outside the home, with photos and notes. Whether a survey carries a charge depends on your service plan, so check your management agreement or ask your property manager.
When a tenant leaves, your property manager walks the home and records its condition with photos and video. We compare this with the move-in records to work out security deposit adjustments, following your lease and the law.
We send you the turnover plan and costs in writing for approval. Then we update the rent estimate, list the home, schedule showings, screen applicants, and the cycle starts again.
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