Updated October 22, 2026
This property management fee calculator shows the all-in cost of management, not just the headline percentage: the monthly management fee as a percent of collected rent or a flat fee per door, the leasing fee each time a unit turns over, renewal fees, the markup on maintenance and any other yearly fees, with vacancy built in. Managers can use it to price a portfolio; owners can use it to compare offers. You get the yearly fees per unit and for the portfolio, the effective percent of rent, the owner's net before mortgage and a side-by-side of percent versus flat pricing.
Quick answer: Yearly fees = management fee (percent × collected rent, or flat × 12) + leasing fee % × one month's rent × new leases per year + renewal fee × renewals per year + maintenance spend × markup + other fees. Collected rent = monthly rent × months occupied. Effective rate = yearly fees ÷ collected rent.
An estimate from the numbers you entered, not a market price. Put in your own costs for a number you can stand behind.
Owners spend about 11 to 16 hours/week on admin, and a lead reached within an hour is nearly 7 times more likely to turn into a real conversation (HBR). The math is the easy part; the money leaks out in the calls you can't take, the follow-ups nobody sends and the invoices that sit unpaid. Unmanually is a 24/7 AI Office Manager for property managers that you run by voice from your phone:
Sources: admin hours, Time etc / Censuswide 2023 and Amex SME Barometer 2026; speed to lead, HBR audit of 2,241 US companies (2011).
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collected rent = monthly rent × months occupiedmanagement fee = collected rent × percent, or flat fee × 12leasing = monthly rent × leasing % × new leases per year; renewals = renewal fee × renewals per yearmaintenance markup = maintenance spend × markup %all-in fees = management + leasing + renewals + maintenance markup + othereffective rate = all-in fees ÷ collected rent; owner net = collected rent − fees − maintenance
These are assumptions for illustration, not market rates. Use the fee schedule in front of you.
One unit renting at $1,800/month, occupied 11.5 months a year, a new lease every two years (0.5/year) and a renewal every two years (0.5), $2,400 of maintenance a year. The manager charges 9% of collected rent, a leasing fee of 75% of one month's rent, a $250 renewal fee and a 10% maintenance markup; the flat-fee alternative is $150/month.
Collected rent is $1,800 × 11.5 = $20,700. The management fee is 9% of that = $1,863. Leasing adds $1,800 × 75% × 0.5 = $675, renewals $125 and the maintenance markup $240. All-in fees are $2,903/year ($241.92/month), an effective 14.0% of collected rent against a 9% headline. The owner nets $20,700 − $2,903 − $2,400 = $15,397 before mortgage, taxes and insurance. On the $150 flat model the same year costs $2,840.
Most owners compare managers on the monthly management percentage, but leasing fees, renewal fees, maintenance markups and admin or inspection fees can add a lot over a year. The effective rate (all fees divided by the rent actually collected) is the fair comparison, and it is the number a manager should be ready to explain.
A percent of collected rent ties the manager's income to the rent coming in, which owners like: no rent, no fee. A flat fee per door is predictable and can be better value on high-rent units. Many managers offer both, or a minimum monthly fee with a percent above it. Price each model from what a door costs you to manage, not just from what competitors post.
Every new lease means marketing, showings, screening and a move-in inspection, which is why leasing fees exist. High turnover raises the owner's cost and the manager's workload together. Good tenants who renew are worth keeping, and renewal fees are usually much smaller than leasing fees.
A markup on maintenance pays for finding vendors, scheduling access, checking the work and handling the tenant calls. State it clearly in the agreement, including any approval limit above which the owner must say yes first. Owners who see the markup on every invoice argue less than owners who find it later.
For managers, the portfolio view matters: total fees per year against the hours spent on calls, showings, maintenance and accounting. Doors that generate many tenant calls cost more to manage than their fee suggests. Tenant calls, maintenance requests and showing requests arrive at all hours; how fast you answer affects vacancy, reviews and whether owners stay.
Owners shopping for a manager and tenants with a leak both call until someone answers. Unmanually is an AI Office Manager that works 24/7 and that you run by voice: the AI Office Manager answers, takes maintenance requests and books the vendor, schedules showings, answers owner questions about your fees, texts confirmations, then sends invoices and chases rent reminders. See what Unmanually does for property managers, or get a free website that calls every new lead back in about a minute.
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Add the management fee (percent of collected rent or flat fee × 12), leasing fees × new leases, renewal fees × renewals, the maintenance markup and any other fees. Divide by collected rent for the effective rate.
It depends on the agreement. This calculator charges the percent on rent collected, using months occupied, which is common and fairer to owners. Check the wording in the management agreement.
A one-time fee each time the manager places a new tenant, often a percentage of one month's rent. The calculator spreads it over the year using new leases per unit per year.
It depends on the rent and the services. Higher-rent units often cost less on a flat fee; lower-rent units on a percent. Switch the model in the calculator to compare the same year.
A percentage some managers add to vendor invoices for coordinating repairs. On $2,400 of maintenance a year, a 10% markup is $240.
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