15 KPIs to Tell If Your Property Manager Is Performing
By Hayley Dunford, Licensed Florida Broker · License BK3292167
Last reviewed: May 23, 2026
To judge whether your property manager is performing, track 15 KPIs across five areas: leasing and vacancy (days-on-market, vacancy rate, renewal rate), rent collection (on-time rate, delinquency, eviction rate), maintenance (response and completion time, cost per unit), reporting and communication (statement timeliness, response time), and compliance (deposit handling, inspection cadence, owner retention). Benchmark each against the targets below and review them quarterly.
Most owners judge their property manager on feel — "they seem responsive" — until a problem reveals the truth. KPIs replace that guesswork with evidence. Below are 15 metrics that, reviewed quarterly, tell you objectively whether your management company is earning its fee. For a deeper scoring tool, pair this with our property manager KPI scorecard.
Leasing & Vacancy (KPIs 1-3)
1. Average days on market. How long a unit sits vacant before a signed lease. Target: 2–4 weeks in most Southwest Florida markets. Longer suggests mispricing or slow marketing.
2. Vacancy rate. Vacant days divided by available days across your portfolio. Target: under 5% annually. Persistent vacancy is lost, unrecoverable income.
3. Lease renewal rate. Share of tenants who renew rather than leave. Target: 60–70%+. High renewals mean fewer costly turnovers and signal good tenant relations.
Rent Collection (KPIs 4-6)
4. On-time rent collection rate. Percentage of rent collected by the due date. Target: 95%+. This is the clearest sign of disciplined operations and good screening.
5. Delinquency rate. Share of rent unpaid past the grace period. Target: under 3%. Rising delinquency is an early warning.
6. Eviction rate. Evictions per units managed per year. Target: low single digits or lower. Frequent evictions usually trace back to weak screening.
Maintenance (KPIs 7-9)
7. Average maintenance response time. From request to acknowledgment/dispatch. Target: under 24–48 hours for routine, immediate for emergencies.
8. Work-order completion time. From request to resolution. Track the trend; rising times signal vendor or staffing problems.
9. Maintenance cost per unit. Annual maintenance spend per unit, watching for unexplained markups. Compare against your own history and ask about the markup policy.
Not Sure How Your Current Manager Scores?
Bring your last few owner statements to a free consultation and we'll help you benchmark these 15 KPIs — no obligation, just an honest read on whether you're getting your money's worth.
Book a Free ConsultationReporting & Communication (KPIs 10-12)
10. Owner statement timeliness. Whether monthly statements arrive on schedule. Target: by the 5th–10th, every month, without you asking.
11. Owner/tenant response time. How quickly calls and emails are returned. Target: same business day for owners; prompt, logged responses for tenants.
12. Reporting accuracy. Frequency of errors or unexplained line items on statements. Target: effectively zero — clean, itemized, reconcilable reports.
Compliance & Retention (KPIs 13-15)
13. Security-deposit compliance. Whether deposits are handled and returned within Florida Chapter 83 timelines, with proper notices. This is non-negotiable; see our landlord-tenant law guide.
14. Inspection cadence. Whether documented move-in, move-out, and periodic inspections actually happen on schedule. Target: 100% completion with photos on file.
15. Owner retention rate. How many owner clients stay year over year — a manager's own report card. Ask for it; high retention is hard to fake.
How to Use These KPIs
You don't need all 15 reported formally — request the handful most relevant to you (vacancy, on-time collection, response time, statement timeliness, deposit compliance) and review them quarterly. A manager who can produce these numbers runs a measured operation; one who can't is asking you to take performance on faith. Before hiring, work them into your contract questions. Schedule a free consultation or call (941) 231-6414.