Landlord's Guide to Property Inventory and Management

Managing rental properties means tracking inventory, documenting conditions, scheduling maintenance, and keeping records—multiplied by however many units you manage. The right system makes this manageable.

Multi-Property Challenges

Landlords face unique challenges that homeowners don't:

• Multiple units — Each needs separate tracking
• Tenant turnover — Constant documentation of conditions
• Provided items — Tracking appliances and furnishings you own
• Maintenance coordination — Scheduling across properties
• Record keeping — Tax and legal documentation requirements

What to Track Per Unit

Inventory

• Appliances you provide (model numbers, serial numbers)
• Furniture if furnished
• Fixtures and installed equipment
• HVAC systems and water heaters
• Keys and access devices

Documents

• Lease agreements
• Move-in/move-out checklists
• Appliance warranties and manuals
• Maintenance records
• Inspection reports

Condition Photos

• Pre-tenancy photos (every room, close-ups of any wear)
• Post-tenancy photos (same angles for comparison)
• Maintenance issue documentation
• Repair before/after photos

Tenant Turnover Process

Before Move-In

1. Complete any repairs/cleaning from previous tenant
2. Document unit condition with photos and video
3. Update inventory of provided items
4. Verify all appliances work
5. Create move-in checklist for tenant to sign

At Move-Out

1. Schedule walkthrough with tenant
2. Document current condition
3. Compare to move-in photos
4. Note any damage beyond normal wear
5. Calculate deposit deductions (if any)
6. Provide itemized statement

Having timestamped photos from move-in protects you in disputes. An app like Dib automatically timestamps all photos.

Maintenance Management

Track maintenance across all properties:

• Scheduled maintenance — HVAC service, pest control, etc.
• Tenant-reported issues — Log requests and resolutions
• Preventive maintenance — Don't wait for failures
• Vendor contacts — Plumbers, electricians, HVAC techs
• Cost tracking — For taxes and budgeting

Tax Documentation

Good records simplify tax season:

• Maintenance and repair costs (deductible)
• Improvement costs (depreciated)
• Appliance purchases and replacements
• Service contracts
• Property-specific expenses

Apps that track costs by property make year-end reporting much easier.

Frequently Asked Questions

Get Organized

Whether you have one rental or twenty, organized documentation protects you legally, simplifies taxes, and makes management easier. Dib supports multiple properties and keeps everything in one accessible place.

Start by adding your properties and documenting current conditions. Build from there as you go through tenant turnovers and maintenance cycles.