I’ve been in real estate since 2009, managing over 100 rental properties and completing countless single-family flips. Over the years, I’ve learned that managing rental properties isn’t just about collecting rent—it’s about building relationships, staying organized, and thinking strategically. Managing a single property is one thing, but managing 100+ rentals? That’s a whole different game. I’ve learned a lot along the way, and today I want to share some tips and insights that can help anyone looking to get serious about property management.

Tip 1: Systems Are Everything

When you’re managing a handful of properties, it’s easy to rely on memory and simple spreadsheets. But once you cross the 20–30 property mark, you quickly realize that without systems in place, things can get messy fast. I’ve spent years refining processes for everything—from tenant applications to maintenance requests to monthly financial reporting.

A good property management system (PMS) can save you hours every week. Look for software that can track rent payments, schedule inspections, and log maintenance issues. Automating reminders for lease renewals and late payments keeps tenants accountable and reduces stress on your end. Systems aren’t glamorous, but they’re the backbone of scaling a rental portfolio successfully.

Tip 2: Communication Is Key

I can’t stress this enough: communication makes or breaks property management. Whether it’s tenants, contractors, or investors, keeping everyone in the loop prevents misunderstandings and builds trust.

For tenants, clear communication about rent, maintenance, and property rules sets expectations from the start. I’ve found that responding quickly to messages—even if it’s just to acknowledge a request—goes a long way in maintaining positive relationships. For contractors, I keep a clear schedule, provide detailed instructions, and check in regularly to make sure projects are on track. When everyone knows what’s expected, operations run smoothly.

Tip 3: Tenant Screening Isn’t Optional

Managing 100+ rentals has taught me that the right tenant is everything. A bad tenant can cost you months of rent, headaches, and legal issues. That’s why tenant screening is non-negotiable.

I’ve developed a process that includes credit checks, income verification, employment history, and rental references. While no screening process is perfect, taking the time to properly vet tenants reduces turnover and protects your bottom line. And when tenants are responsible and respectful, property management becomes much less stressful.

Tip 4: Maintenance Management Is About Being Proactive

Maintenance is inevitable, but it doesn’t have to be chaotic. Over time, I’ve learned that proactive maintenance saves money and keeps tenants happy. Regular inspections, seasonal upkeep, and addressing minor issues before they escalate prevents bigger problems down the road.

Having a network of reliable contractors is also crucial. When something breaks, I want it fixed quickly and correctly. I’ve built strong relationships with plumbers, electricians, and handymen who understand my expectations and can handle emergencies efficiently. Being proactive with maintenance isn’t just good for business—it shows tenants that you care about the property and their living experience.

Tip 5: Organization Protects Your Sanity

Managing dozens of properties requires serious organization. I keep detailed records for each property, including lease agreements, maintenance logs, expense reports, and tenant communications. Physical files are helpful, but I rely heavily on cloud-based systems to keep everything accessible and searchable.

When a question comes up—like a tenant dispute or a tax audit—I can pull the records instantly. Organization isn’t just about efficiency; it’s about protecting yourself legally and financially. A well-organized property manager is a confident property manager.

Tip 6: Know Your Market

You can’t manage properties successfully if you don’t understand your local market. Rent pricing, vacancy rates, and tenant expectations vary by location and even by neighborhood. I make it a point to regularly check local rental listings, attend property association meetings, and stay aware of economic trends that affect tenants.

Knowing the market allows you to price properties appropriately, attract quality tenants, and maximize occupancy. It also helps you identify opportunities for growth, whether that’s adding more rentals or upgrading existing properties to increase value.

Tip 7: Build Relationships, Not Just Revenue

Finally, the most important lesson I’ve learned from managing over 100 rentals is that property management is ultimately about people. Treat your tenants with respect, communicate honestly, and maintain your properties well. Treat your contractors fairly and pay them on time. Treat investors transparently and keep them informed.

The better your relationships, the smoother your operations. Happy tenants stay longer. Trusted contractors work harder. Confident investors continue to invest. Real estate is about properties, yes—but it’s also about people.

Managing 100+ rental properties isn’t easy. It takes systems, organization, strong communication, and a lot of patience. But it’s also incredibly rewarding. Each property represents an opportunity to build wealth, improve a community, and learn something new.

Whether you’re just starting with a single rental or you’re scaling to a full portfolio, the lessons I’ve learned—from proactive maintenance to tenant screening to building strong relationships—apply across the board. Property management may be behind the scenes, but it’s the backbone of real estate success.

If there’s one takeaway I want to leave, it’s this: treat your properties and tenants like they matter, build systems that work, and always keep learning. Do that, and managing even a large portfolio can be both profitable and fulfilling.