Top 10 KPIs Every Property Manager Should Track (To Run an Efficient & Compliant Portfolio)

Successful property management isn’t just about responding to repairs and collecting rent — it’s about tracking the right data. Key Performance Indicators (KPIs) help landlords, letting agents, and housing providers measure efficiency, reduce risk, and improve profitability across their portfolio.

Whether you manage a single rental home or hundreds of units, these 10 essential KPIs will give you clarity, control, and confidence — and the right system, like Circle Doors, can help you track them automatically.

1. Rent Arrears Percentage

Rent arrears is one of the biggest financial risks for landlords and agencies.

Why it matters:

• A growing arrears percentage indicates systemic issues

• Helps identify tenants who may need early intervention

• Protects cashflow

How Circle Doors helps:Real-time arrears dashboards show who is late, by how much, and for how long — allowing you to act proactively.

2. Compliance Renewal Dates

Tracking gas safety, EICR, EPC, PAT testing, and HMO licence dates manually is a major risk.

Why it matters:

• Avoids costly fines and legal exposure

• Ensures tenancy notices remain valid

• Keeps tenants safe and landlords protected

How Circle Doors helps:Automated alerts notify you ahead of expiry, giving you enough time to book inspections and stay compliant.

3. Void Turnaround Time

This measures how long a property sits empty between tenancies.

Why it matters:

• Each day vacant reduces annual profit

• Long void periods signal inefficiencies

• Helps forecast income accurately

What affects it:Repairs, cleaning, contractor delays, marketing speed, and tenant demand.

4. Repair Response Time

From the moment a repair is reported to the moment it's acknowledged.

Why it matters:

• Faster responses = happier tenants

• Prevents small issues becoming costly repairs

• Essential for legal standards (especially in social housing)

Circle Doors allows tenants to report repairs instantly, ensuring you never miss a message.

5. Repair Completion Time

This KPI tracks how quickly repairs are resolved once assigned.

Why it matters:

• Indicates contractor performance

• Helps plan budgets and maintenance cycles

• Reduces emergency callouts

Slow completion times often reveal hidden bottlenecks in communication or workflow.

6. First-Time Fix Rate

Percentage of repairs completed in a single visit.

Why it matters:

• Improves tenant satisfaction

• Reduces contractor costs

• Identifies recurring issues or poor diagnosis

A low first-time fix rate can signal that contractors need better reporting or clearer instructions — both solvable with good workflow tracking.

7. Tenant Satisfaction Score

A simple rating gathered through periodic surveys or feedback requests.

Why it matters:

• Predicts tenancy longevity

• Helps reduce disputes

• Highlights areas for service improvement

Even basic automated surveys can surface valuable insights about how your team or contractors are performing.

8. Average Cost per Repair

Tracks spending across the portfolio.

Why it matters:

• Helps identify overpriced contractors

• Shows when proactive maintenance is cheaper than reactive repairs

• Useful for forecasting budgets

Circle Doors can store contractor invoices and repair histories, making this figure easy to calculate.

9. Tenancy Renewal Rate

Percentage of tenants who choose to renew rather than move out.

Why it matters:

• High renewal rates reduce voids and marketing costs

• Indicates strong tenant trust and property condition

• Helps predict cashflow stability

If renewal rates fall, it may point to repair issues, poor communication, or competitive local market changes.

10. Document Completion & Accuracy Rate

Ensures all required forms, agreements, and certificates are uploaded, signed, and properly stored.

Why it matters:

• Essential for legal compliance

• Reduces disputes

• Minimises audit risk

Circle Doors centralises all documentation, helping property managers achieve 100% completion accuracy.

Conclusion: What Gets Measured Gets Improved

Monitoring these KPIs doesn’t just keep your properties compliant — it helps you build a stronger, smoother, and more profitable operation.

With automation tools like Circle Doors, property managers can track all these indicators in one place, reducing admin, improving communication, and ensuring nothing slips through the cracks.

Want to track these KPIs effortlessly?👉 The Circle Doors Notion Dashboard simplifies this process. Click here to find out more.