Goal

The goal is to inactivate the property as quickly as possible with minimal expenses billed to the property.

Step 1: Submit Request Form

Submit the Inactivation Request using the form available in the Request Form Library.

Step 2: Cancel or Complete Work Orders & Pay Vendors

The Maintenance Coordinator will:

• Cancel all open Work Orders that have not been started.

• If work has already begun, determine whether to complete or cancel the order based on type of work, cost, completion status, and urgency.

• Follow up on outstanding contractor invoices. Note: Many vendors bill 30–60 days after completion.

• Audit bills to confirm accurate payment for recent maintenance labor, materials, and subcontracted work.

• Answer owner questions related to maintenance and associated costs (standard hourly rates apply).

Step 3: Move Out Tenant

The tenant must be processed as "moved out" in AppFolio—even if they are physically staying—so the security deposit can be released.

• If the tenant remains in the home, the security deposit will be disbursed to the owner unless applied to unpaid management fees, maintenance, utilities, or other outstanding charges.

• Complete the move-out in AppFolio and hide the tenant record.

Step 4: Finalize Inactivation

• Upload a PDF of the current lease to the Documents tab in the owner’s AppFolio account (emailing is not permitted for privacy reasons).

• Text the lockbox code to the owner; we do not retain spare keys.

• Issue the final Owner Distribution and final Owner Statement.

• Hide the property in AppFolio.

• A 1099 will be issued electronically via AppFolio the following January.

Time & Expense

The Processor and Bookkeeper handle all steps outlined above—except maintenance—at no charge. Any additional bookkeeping services beyond these steps are billed at $300/hour. The Maintenance Coordinator is responsible for all maintenance inquiries and related billing.

Monthly Plan Fees

Management Fees (or Minimum Fees if rent is not collected) continue to be billed monthly until the property is fully inactivated in AppFolio.

Balance Due from Owner

If the property has a negative balance, the owner must log into AppFolio and make an Owner Contribution. If payment is not received within 7 days:

• A lien will be filed on the property

• The lien filing cost will be charged to the account

• The account will be sent to collections

Reactivation

If we are contacted for anything related to the property after inactivation, the property must first be reactivated in AppFolio so we can document and respond. Billing will resume, and the owner will be notified to log in and make an Owner Contribution to cover reactivation costs.