Free tool
Repair spend per door calculator
Turn last year of vendor invoices into a per unit number you can compare, budget against and defend at renewal time.
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Maintenance workload and hours calculator
See the ticket volume your doors will produce this year and how much of your available time coordinating them will consume.
Owners size their portfolios by rent and price, then get surprised by time. The repair itself is the vendor's hours, not yours, but the coordination is entirely yours: reading the report, judging severity, calling a trade, arranging entry around a tenant who works days, sending the entry notice, confirming completion and chasing the invoice. Thirty to forty five minutes per ticket is a realistic figure for an owner doing it from a phone.
This calculator turns your door count and a ticket rate per unit into a weekly hours figure, then compares it against the time you actually have. If the result is above your capacity, the shortfall does not disappear, it shows up as slow responses, after hours dispatches and tenants who stop reporting small problems until they become large ones.
Your result
Maintenance tickets this year
48
Total requests your doors are likely to generate over twelve months.
Tickets arriving after hours
6.7
The calls that reach you at night, on weekends or over a holiday.
Your coordination hours per week
0.6
Averaged across the year, before any seasonal spike.
Percent of your available hours used
9.7
Above one hundred means the load exceeds the time you set aside.
Averages hide winter, so expect the heating season to run well above the weekly figure shown here.
Why the weekly average understates December
Maintenance is seasonal in almost every US climate. Heat calls cluster in the first cold week, frozen supply lines cluster in the coldest, and air conditioning fails in the first heat wave. A portfolio that averages a comfortable few hours a week can produce a month where the same load lands in eight days.
Plan for the peak, not the average. If the calculator says your normal week is near capacity, the first cold snap is where tenants wait, complaints escalate and a habitability clock starts running while you are still trying to reach a vendor.
Cutting minutes per ticket
Minutes per ticket is the input you control. Most of it is not decision time, it is retrieval time: finding the address, finding which water heater is in that unit, asking the tenant to describe the problem again, and looking up who fixed it last time. A ticket that opens with photos, the unit, and the prior repair history attached removes most of that.
Owners who cut coordination from forty minutes to twenty five are not working faster, they have stopped reassembling context. Run the calculator twice, once at your current figure and once fifteen minutes lower, and the annual hours difference is the honest case for having a system at all.
Questions about this calculator
How many tickets per unit should I expect?
It depends heavily on building age and systems. Newer construction with modern plumbing and a recent panel sits at the low end, while older garden apartments with cast iron stacks and galvanized supply lines run considerably higher. Use your own last twelve months if you have the count.
Does this include time spent on turnovers?
No. This covers maintenance tickets from occupied units. Turnover work, make ready punch lists and move out inspections are separate workloads and would need their own estimate on top of the hours shown here.
What if the result exceeds my available hours?
That gap turns into slow first responses, more emergency dispatches and tenants who quit reporting small issues. The realistic fixes are cutting minutes per ticket, delegating dispatch to a trusted trade, or bringing in a manager for part of the portfolio.
More free tools and working documents
Working document
The landlord repair record template
One page per work order that captures the four dates and the two photos a deposit case, a code file or an insurance question will ask you for.
Take that figure back to a real work order
The number above assumes tickets keep arriving the way they do now, buried in a text thread with the photos still on somebody else's phone. A short walkthrough puts the same unit on screen with a timestamped report, the vendor dispatch and the completion date sitting together. Bring your own inputs and we will run it on your buildings instead of on a portfolio average.