KPIs for Property Managers
These are the KPIs a landlord or property manager tracks for occupancy, rent collection and maintenance. Vacancy and arrears are usually the first numbers to move.
The KPIs to track
Occupancy rate
Occupied units divided by total units, at a date or averaged across a period.
Rent collection rate
Rent received divided by rent due for the period.
Average days to re-let
The average number of days a unit stays empty between one tenancy ending and the next starting.
Tenant turnover rate
Tenancies ended in a period divided by total units.
Maintenance response time
The average time between a maintenance request being raised and being completed.
Net operating income
Rental income minus operating expenses, before financing costs and tax.
Arrears as a share of rent due
Overdue rent divided by total rent due, a measure of tenant payment risk.
Average resolution time is how long, on average, it takes to fully resolve a support ticket.
Formula and SQL query on the Average Resolution Time page.
Where the data usually lives
Property management software, a rent ledger, maintenance request logs and bank statements.
Measurement mistakes to avoid
- Units under renovation should be handled consistently in occupancy.
- Rent due should reflect the agreed schedule, including discounts and rent-free periods.
- Maintenance closed without completion dates makes response times look better than they are.
Questions to ask your data
You can type these as plain questions. SchemaChat turns each one into SQL against your connected database or uploaded file, runs it, and shows the SQL and the figures it used so you can check the answer before you share it. Check that the result matches how your business defines each KPI.
- What is occupancy by property this month?
- How much rent is overdue and for how long?
- How many days do units stay empty between tenants?
- Which properties have the slowest maintenance response?