Property Management Company Profit Calculator

How many doors does your property management company need to turn a profit?

Enter your doors, fee, other income and team. It shows monthly profit, the door count from which you stay profitable, what your next manager hire does to profit, the management fee that earns the most on a sensitivity you set, and whether winning another owner pays back.

Planning arithmetic on your own numbers and a sensitivity you choose.

1. Your portfolio and fees

Doors under management

Average monthly rent per door ($)

Management fee (% of collected rent)

Minimum management fee per occupied door ($)

Vacancy (% of doors empty)

Tenant turnover per year (% of doors)

2. Other income

Leasing fee (% of one month rent)

Lease renewal fee ($)

Maintenance you coordinate per door per year ($)

Markup or coordination fee on maintenance (%)

Late and other fees you keep per occupied door per month ($)

Onboarding fee per new door ($)

3. Costs and people

Your cost per new lease: photos, showings, ads ($)

Other cost per door per month: postage, statements, bank ($)

Doors one property manager can run

Property manager cost per month, loaded ($)

Doors one admin or bookkeeper can support

Admin or bookkeeper cost per month, loaded ($)

Software minimum per month ($)

Software per door per month ($)

E&O, liability and bonding per month ($)

Office, licences, legal and other fixed per month ($)

Your own pay per month ($)

4. Owners and growth

Doors lost to owner churn per year (%)

New doors you want to add per year, net of replacing churn

Average doors per owner

Cost to win one new owner ($)

Doors lost per 1% rise in your fee (%, try 0.5 to 2)

Questions people ask

How many doors does a property management company need to be profitable?

Fees scale with doors but people are hired in whole steps, so profit is not a straight line. The planner finds the door count from which profit stays at or above zero, and shows profit at a ladder of portfolio sizes, including the door just after you need another manager.

What does it cost when I hire another property manager?

A manager is paid in full from the door that needs them, but only brings in that door's fee. The planner shows profit at the last door your team covers, one door later, and how many extra doors it takes to earn the hire back.

What management fee should I charge?

Higher fees earn more per door and risk owners leaving. The planner searches fee percentages on a sensitivity you set (how many doors you lose for each 1% rise in the fee) and shows the profit at each, so you can see how flat the top is. That sensitivity is your assumption, not a measurement.

Is winning a new owner worth what it costs?

The planner turns your numbers into monthly contribution per door, multiplies by doors per owner, and shows payback on the cost to win the owner and the lifetime value at your owner churn.

Is this legal, tax or financial advice?

No. It is arithmetic on the numbers you type in plus a sensitivity you choose. Licensing, trust accounting, fair housing, state fee rules, tax and employment law are out of scope.

Not decided

How many owners you would lose at a higher fee (the sensitivity is your assumption, not a measurement; test any fee change on new owners first), your state's licensing, trust-account, fair-housing and fee rules, owner contracts, tax treatment, seasonality, and what competitors nearby charge. The defaults are placeholders, not forecasts: check every figure against your own books.

Related tools: the rent roll delinquency analyzer, the renewal rent optimizer and the midterm rental calculator.