Start with local specialization
North Texas covers wildly different submarkets—historic downtown Denison rentals operate nothing like turnkey homes in Frisco or short-term rentals on Lake Ray Hubbard. When interviewing managers, ask which subdivisions they currently service, how many doors they oversee in your exact ZIP code, and which HOAs they have active relationships with. A manager who knows the nuances of Heritage Ranch, Light Farms, or Union Park can keep you compliant and filled faster than a generalist who mostly works in Dallas proper.
Request case studies or at least a client reference in your city. If you own in Melissa, talk to another Melissa owner. Ask about onboarding experience, days-on-market, renewal rate, and responsiveness. References reveal whether the management company actually delivers on its marketing promises.
Confirm their vendor network covers your county. Collin and Rockwall counties grow so quickly that vendors book out weeks in advance. Managers with deep vendor benches in Allen, McKinney, Plano, Rockwall, and Royse City can dispatch faster and negotiate better rates.
Interview questions that uncover true performance
Average days-on-market (DOM): Ask for quarterly DOM by city. A manager claiming sub-10 DOM should back it up with MLS data or a dashboard screenshot. Typical DOM in Collin/Rockwall sits at 14–21 days for well-priced homes; anything significantly longer may signal pricing or marketing gaps.
Renewal rates and delinquency: Renewal rates above 70% indicate strong resident relations. Clarify how they handle rent collection, late notices, and eviction filings. If they can’t quote delinquency percentages, they might not track them closely.
Portfolio manager ratios: How many doors does each manager oversee? We like to keep it under 150 doors per manager. Ask how they escalate urgent issues, who covers weekends, and whether you’ll have a direct cell number for emergencies.
Maintenance response times: Request data on average time to assign a work order and close it. Also ask how they handle after-hours calls—do they staff an internal team or outsource to a call center? Rapid responses keep residents happy and protect your property.
Collin and Rockwall market considerations
Collin County: Cities like McKinney, Allen, Melissa, and Anna have HOAs with strict exterior standards and ARC approvals. Managers must submit paperwork on your behalf, track landscaping, and document compliance. Ask how they store HOA documents and whether they proactively handle ARC submissions.
Rockwall County: Rowlett, Rockwall, Heath, and Fate have a mix of lakeside homes, master-planned communities, and small downtown rentals. Confirm the manager understands lake-specific insurance, boat dock maintenance, and short-term rental regulations if applicable.
Growth corridors: Prosper, Celina, Princeton, and Royse City are exploding. Managers need scalable onboarding processes to keep up with builder deliveries. Quiz them on new subdivision turnarounds, pre-marketing strategies, and bulk onboarding for investors acquiring multiple spec homes.
Fee structure and transparency
Traditional percentage (7–10% of collected rent) remains the norm in North Texas. Ensure the fee is tied to collected rent, not scheduled rent, so managers are incentivized to keep residents paying. Ask about leasing fees, renewal fees, inspection fees, and markups on maintenance. Everything should be spelled out in the management agreement.
Flat-fee or hybrid models can work if you understand the triggers. Some managers charge a flat monthly amount up to a rent threshold, then a percentage above it. Walk through scenarios with actual rent numbers so you know how the fee behaves as rates change.
Beware of extremely low base fees that hide markups elsewhere (maintenance surcharges, technology fees, onboarding charges). A transparent manager will show you sample owner statements and line items from maintenance invoices so you can see the full cost structure.
Technology and reporting expectations
Owner portals should provide real-time statements, rent rolls, work order status, and document storage. Ask for a demo login or video walkthrough. Ensure the software can export data for your CPA and handle multi-owner portfolios if you invest with partners.
Residents expect mobile-friendly portals, text notifications, and quick maintenance scheduling. Managers should offer online applications, digital signature leases, and automated screening to keep DOM low.
Analytics dashboards should track DOM, renewal rates, delinquency, make-ready timelines, and maintenance aging. If a manager can’t show these metrics, it’s harder to hold them accountable when performance dips.
Onboarding and transition plan
For new acquisitions, ask how they handle key transfer, lock rekeying, utility setup, and resident introductions. Good managers send welcome packets to residents within 24 hours of takeover.
If you’re switching from another manager, clarify who drafts termination letters, collects records, and handles resident communication. A smooth transition prevents rent disruption and preserves resident trust.
Map out the first 90 days: inspection schedule, rent-ready repairs, marketing timeline, pricing strategy, and communication cadence. Knowing what to expect reduces anxiety during the first few months.
Red flags to watch out for
Managers who refuse to provide references or recent KPIs. Transparency builds trust.
One-size-fits-all pricing without adjustments for HOAs, short-term rentals, or multifamily.
No documented processes for rent-ready inspections, vendor dispatch, or compliance tracking. If it isn’t written down, it’s hard to enforce.
Extremely high portfolio manager ratios (200+ doors per manager) and minimal support staff. That usually leads to slow response times and frustrated residents.