Checklist
Property-management operations checklist
The rhythm we install during a pilot. It works on any system; ResidentAxis just makes most of it a queue instead of a memory.
The operating rhythm
Daily
- Triage new maintenance requests; assign priority and owner
- Confirm reported Zelle / cash payments in the queue
- Review applications waiting on documents or consent
- Answer resident threads older than one business day
Weekly
- Delinquency review: accept or waive late-fee suggestions with a reason
- Leases expiring in 90 days: send renewal offers
- Open work orders older than 7 days: chase vendors
- Inspections scheduled for move-ins / move-outs this week
- Owner capex requests awaiting approval
Monthly
- Post obligations due (taxes, HOA, insurance) and confirm autopays
- Bank import and matching; explain every unmatched line
- Run the trust invariant before close
- Close the period; generate owner statements
- Record distributions and management fees
- Recertifications due next 90 days (HAP)
Quarterly
- Review late-fee policy and application criteria with counsel
- Update lease templates and compliance rules for statute changes
- Vendor insurance and W-9 expiries
- Deposit-liability report vs held funds
- Rotate API keys and review user access
Turn the checklist into queues.
A pilot installs this rhythm in the first month.