Unlocking the Mystery of Maintenance Expenses

maintenance expenses

“Here’s the list of the maintenance supplies we need.”

Maintenance Expense is the area of the budget where there always seems to be more move outs in a month than dollars in the budget.

Every week a stock of supplies is ordered.  This results in overrunning the budget.  Workorders have to be completed.  Apartment turnovers have to be completed.  The supplies are ordered.  The Property Manager starts mentally planning the explanation for the budget variance.

There are a variety of explanations to justify the excess spending. It includes excessive amounts of resident service orders, scheduled unit inspections and a move out with a high volume of damages.  Actually, this is what we face every month at our communities.  I think its possible to create some structure behind maintenance purchasing.  Not only will this assist in managing expenses against a budget.  It will also provide detailed explanations when future budgets are presented for review.

Generally explanations to increase the maintenance budget start with an average of what has been spent.  We justify an increase because surely supplies will cost more in the future.  Neither are not very effective arguments to explain the actual expense or support an increase for the future.

Creating a plan starts with an overview of the schedule for the property for the upcoming month.

Turnover Expenses

How many apartment homes will be prepared for move in?

Generally there are ten to fifteen items that are purchased for every  apartment being prepped.

-replace the sanitary items in the bathroom.
-caulk for the countertops in the kitchen, vanity top and shower area in the bath.
-drip pans for the cook top.

The list of items with pricing information is going to outline the anticipated expense for apartment turns.  This amount applied to the number of apartments currently vacant will provide an estimate of potential expense for apartment turns. (This assumes items such as floor covering and appliance replacement are expensed to a capital improvement account code.)  The same process is used to anticipate the paint needed for these turns.  With future move outs identified based on the notices received, most supplies can be ordered in advance of the actual start date for the turnover process.

Preventive Maintenance

maintenance budgetNext on the workflow agenda is preventive maintenance.  If this the month to check smoke detectors or change furnace filters, how many apartments are scheduled and what is the cost of the supplies?
For example: HVAC filters for 100 apartments, $300.

Service Requests

Lastly, the never-ending flow of service requests. Again, the property record keeping will help determine an average number of work orders that are received each week/month.  Consider a property with 50 service orders per month (which is actually 2.5 work orders for the 20 work days in a month.); 20% of these requests generally require no supplies or replacement parts. These are requests to adjust doors, windows or appliances, or provide resident education.

Sixty percent of the service requests will probably involve replacement parts that cost $20 or less. The remaining 20% will require more costly supplies averaging $50 per request.

To summarize the service requests,
-20% no expense
-60% (30 requests) will average $20 or less. Total $600.
-20% (10 service requests) will average $50 or more. Anticipated expense $500.
-Potential Expense for Service Requests. $1100

Budget Planning

With the list identified for turnover expenses, a property might have $75 as required expenses for each turnover. If there are four vacant apartments, $300 of the monthly budget will need to be allocated toward the turnover expense.

Totally each task
-Turnover $300
-Preventive Maintenance $300
-Service Requests $1100.
Total $1700.

If the property budget does not support this expense, and this is a typical month, the property is always going to exceed their budget..

To develop a monthly plan, or prepare the annual budget,  the evaluation of historical data will provide the foundation. Track and trend move outs will also assist in developing this expense area.

Data needed to build and support a budget:

Preventive Maintenance-Cost for supplies and apartments serviced
Turnover- Average Expense for Turnover
Move Outs-Average Number of Move outs
Service Requests-Average Expense and Average Number per month for Service Request

Working from a plan will allow a manager or maintenance supervisor to identify potential shortfalls in the monthly budget. This might allow for spending adjustments, to assist in expense management. Working from a maintenance plan can provide structure to maintenance spending.

Have you found other ideas to maintain a structure with maintenance spending?  Share your ideas in the comments below!

Lori Hammond
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One thought on “Unlocking the Mystery of Maintenance Expenses

  1. Lori, Your information is helpful, but as a maintenance Supervisor and preventive Maintenance specialist I would like to ask that regional property managers do a better job of training managers and leasing staff on screening applicants, inspecting units quarterly and resident retention awareness . This would reduce the turnover rate and lower costs a min of 25%. also Maintenance should be made aware of monthly resident retention objective and be involved in implementation and ratings.