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STEP 1:  Submit Request Form

Owner will completed the Request Form below.

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STEP 2:  Finalize Maintenance & Billing

Maintenance Coordinator will:

• Complete or cancel any open work orders.

• Follow up on invoices from contractors.

• Audit bills to confirm all recent maintenance labor, material & subcontracted work was paid correctly.

• Answer owner questions about maintenance and the cost thereof.

Standard Hourly Rates Apply​

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STEP 3:  Move Out Tenant

The tenant may or may not be physically moving out. This is part of inactivating a property in appfolio. We must move-out the tenant to release the security deposit before we can inactivate the property.

• The Security Deposit will flow to the owner during the owner disbursement unless it must be used to pay for any fees due to Manager as outlined in this agreement, maintenance & repair, utilities, or any other expense billed to the property.

• Finalize the Move-Out in Appfolio

• Hide the tenant.

• Attach a PDF of the current lease to Documents tab in the owners Appfolio account. We cannot email for privacy reasons.

• Text the code to the lockbox that is attached to the property and contains keys to the property. We do not have other copies.

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STEP 4:  Distribution One

• The bookkeeper pays all outstanding bills. If there aren’t sufficient funds on the property, the tenants security deposit is automatically applied to pay the bills. 

• The bookkeeper issues an owner distribution for all funds remaining on the property, less the Property Reserve (Default amount is $500.00 unless owner requested a larger amount). The Property Reserve is held back to cover hourly expense in case you, or any person or entity under your direction contacts us about the property. Property Reserve cannot be reduced during Inactivation.

• The bookkeeper publishes an Owner Statement in Appfolio.

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STEP 5:  Distribution Two

• If we are contacted for anything about the property, the Property cannot be Inactivated until issue is resolved. Standard hourly rates apply for the action required to respond to such inquiries. Monthly management fees continue to bill during resolution.​

• Once 60 days have passed since Step 4: Distribution One or the last date contacted about the property (Whichever is later), the bookkeeper will:

  • ​Issue the final owner distribution for all remaining funds.

  • Issues the final owner statement.

  • Inactivate the property in appfolio.

  • This final step turns off the monthly Management Plan Fees.​​

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STEP 5:  Balance due

• If there is a negative balance on the property at any time, the owner is required to sign into appfolio and make an owner contribution.

• If balance is not paid in full within 7 days:

  • A lien will be filed on the property,

  • The cost to file the lien will be charged to the property and,

  • The account will be sent to collections.

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STEP 6:  Reactivation​

If we are contacted for anything about the property after the Inactivation,

• The property must be reactivated, so we can document, respond to the request for action, and bill for the work.  Standard hourly rates apply.

• Billing will commence and the owner will be notified of the requirement to sign into appfolio and make an owner contribution.

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