Owner Support Center: Property Management FAQs

Online Owner Portal
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  • Owner distributions occur once per month. The distribution is sent out mid-month, usually around the 14th day of the month, taking into account weekends and holidays. Within 24 hours of the distribution, owners receive an accounting statement, outlining all debits and credits to their cash account.

  • Each statement is broken down and organized by property. If owners have multiple properties under ARM’s management, there is a portfolio summary, followed by details of all incoming and outgoing monetary transactions for the month for each property.  Any invoices or bills that were paid during the given period are attached as a part of the full owner packet. Questions or concerns regarding a statement should be directed via email to accounting@armrents.com.

  • Owners do not have one singular point of contact. ARM has specific departments staffed with professionals who specialize in the different aspects of property management. These specialists are available to assist owners with issues, concerns, or questions. We have a maintenance team, a leasing team, a renewals team, a quality assurance team, a collections team, and an accounting team. For assistance, owners can call 205-824-5008 and ARM’s receptionist will direct the call to the appropriate team member. Our team is also accessible via email. Click the “Contact Us” link to the left of this section for a list of department specific contact information. In-office visits are scheduled by appointment only.

  • Owners can make secure monetary contributions via credit/debit card or eCheck (ACH) to a specific property within their portfolio.

    • Log into the Owner Portal and click the “Contributions” tab on the left-side menu of the portal.

    • Select a property, enter an amount ($15,000 max), select a payment method, and click “Continue”. (Transaction fees apply when paying online. The fees are outlined clearly before the payment is submitted. The contribution and fee are processed as separate transactions on bank/credit card statements. The base contribution appears on the statement as a transaction from the management company and the fee appears as a transaction from AppFolio.)

    • Enter the bank account or card details and click “Continue”.

    • Review the payment information and click “Submit”.

    • Owners receive an email notification once a payment is successfully submitted. Print or save the confirmation page or email for record keeping if necessary.

    • Owners can also see a history of all contributions and disbursements on the “Transactions” tab of the Owner Portal.

  • All lease and renewal contracts are available under the “Documents” tab in the Online Owner Portal. The documents are shared to the portal as downloadable, PDF attachments and are housed in the “Shared Files” section.

  • Our Maintenance Team will field all maintenance requests from residents. We troubleshoot with residents to avoid unnecessary property visits, vendor service fees, and expenses. If the issue requires a professional vendor, then ARM assigns a licensed and insured vendor to assess the issue and provide a repair estimate. If the repair estimate is at or below an owner’s pre-approved maintenance limit, then the repair is automatically approved and completed. If the repair estimate is above an owner’s pre-approved maintenance limit, then our team will communicate with owners for approval prior to allowing the vendor to complete repairs.

  • ARM contacts owners about 75-90 days before the current resident’s lease expires with a renewal recommendation based on the resident’s payment and lease compliance history. At that time ARM suggests either a renewal rate and term or a non-renewal notice for each resident for owner approval. After owner approval, ARM extends the renewal offer to the resident about 45-60 days before the lease expires. The minimal notice to vacate ARM is required to provide a resident is 30 days. Questions about the renewals process can be sent via email to renewals@armrents.com.

  • ARM utilizes both in-person, staff-performed inspections and resident self-led inspections using an ARM managed third-party application.

    ARM conducts a move-in inspection for each new resident, one annual inspection prior to lease renewal, and a final inspection after each resident vacates a property. If additional staff-performed inspections are requested, then owners are charged a fee of $75.00 for each additional inspection completed outside of those outlined above.

  • All documents are uploaded to the Online Owner Portal. Annual Statements and Summaries are uploaded by January 15th each year. Forms 1099 are uploaded by January 31st. For international investors, Forms 1042-S are provided by March 15th.

    To access these:

    • Click on the “Statements” tab on the left-side menu of the portal.

    • A “Year-to-Date Cash Flow for Tax Reporting” is uploaded for each property. This is a 1-2 page document with a summarized list of all income and expenses for the tax year for that individual property.

    • A year-end “Owner Statement” showing transactions for the entire year is provided for the portfolio – combining all of the statements sent throughout the year in 1 PDF document.

    • Form-1099 or Form 1042-S are uploaded in the “Documents” tab of the portal.

    These documents can be downloaded as PDF attachments to provide to tax professionals.