Fitness Checkup
Some property management companies are thriving. Others are struggling.
By focusing on the right metrics and processes, we help companies become fit, scalable, and positioned for long-term growth.
Broken processes lead to operational problems that cost human energy, money, and time.
Operational problems can cause a downward spiral that threatens the health of the business. Fixing your processes is the key to building a great work environment and a scalable business.
Signs your portfolio needs a fitness check
These warning signs appear in almost every company we work with before they engage RentViewer. If more than two apply to you, a Fitness Check is overdue.
What you get: The Fitness Plan
After reviewing the results of the Health Check, we will jointly create a customized Fitness Plan for your business. The plan will include the following:
A clear picture of where you are today vs. where you want to be in 2–3 years.
The specific KPIs — tailored to your portfolio type — that predict NOI months before it shows up on a report.
Quantified goals translated directly from your business plan into measurable performance benchmarks.
A prioritized list of the operational changes that will have the highest impact on your portfolio health.
The data sources, fields, and integrations you need to measure what matters and automate reporting.
The RentViewer Fitness Model — Six Vital Areas
When you schedule the Property Management Fitness Check, we do an assessment of your business in these six key areas. Every Fitness Check covers all of them.
Lead Conversion
How effectively are inquiries becoming signed leases? We benchmark your conversion funnel and identify where prospects are falling off.
Fitness Score Metrics
- ·# of Leads Generated
- ·# of Appointments
- ·# of Leases Signed
- ·Total Marketing Expense (incl. payroll)
- ·Total Leasing Expense (incl. commissions)
- ·Cost per Lead
- ·Cost Per Lease
- ·Lead Conversion Ratio
Collection Efficiency
Delinquency is often hiding in the data long before it hits the income statement. We measure efficiency, aging trends, and recovery rates.
Fitness Score Metrics
- ·Total Charges
- ·Total Amount Collected
- ·Total Amount Currently Outstanding
- ·Bad Debt
- ·% Collected by Due Date
- ·% Outstanding Trend
- ·A/R Aging
Income, Expense & Cashflow
We analyze your income and expense structure to surface inefficiencies, misclassified transactions, and variances eroding NOI.
Fitness Score Metrics
- ·Total Operating Expenses
- ·Total Operating Income
- ·Total NOI
- ·Cash on Cash Return
- ·Marketing Exp / OpExp
- ·Payroll / OpExp
- ·OpExp / Rental Income
- ·OpExp / Total Operating Income
- ·Turnover Expense
Economic Occupancy
Physical occupancy and economic occupancy tell very different stories. We examine both and uncover the gap between units leased and income collected.
Fitness Score Metrics
- ·Rental Income
- ·Gross Potential Rent
- ·Gain/Loss to Lease
- ·Vacancy Loss
- ·Physical Occupancy
Customer Service
Resident satisfaction drives renewals and reputation. We assess the processes and metrics that predict whether residents stay — or leave.
Fitness Score Metrics
- ·# of Work Orders Created
- ·# of Work Orders Closed
- ·Total Expenses Related to Work Orders
- ·Customer Satisfaction Rating
- ·Average Online Review Score
- ·Cost per Work Order
- ·Revenue per Work Order
- ·Vendor Management Expense
- ·Customer Service Expenses
Customer Lifetime Value
Acquisition costs are meaningless without knowing what a resident is worth over time. We help you measure and optimize for long-term portfolio value.
Fitness Score Metrics
- ·Average Length of Lease
- ·Lease Renewal Ratio
- ·Unit Turnover Expense
- ·Total Income per Lease
- ·Customer Acquisition Cost
- ·Customer Churn Ratio
- ·Net Promoter Score
- ·Net Income Per Lease
If you are already tracking these metrics — congratulations! We wish you on-going success.
If you are not tracking these metrics — 248-601-6400 or
RentViewer Fitness Score
See how RentViewer evaluates your portfolio across the six vital areas and builds a clear path to improvement.
Go from Reactive to Proactive
Most property management companies live in reactive mode — chasing problems after they appear. The Fitness Check shows you how to get ahead of them.
Frequently Asked Questions
If you are already looking at these metrics, that's great! If you want someone to help you maintain focus, or to automate data collection and calculation of the metrics — let us know.
Find out if your business is fit — or at risk
Contact us to get pricing and get started with your Fitness Check.
Custom pricing · No long-term commitment · Tailored to your portfolio