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Property Management KPI Cheat Sheet: 25 Metrics Every NetSuite User Should Track

Written by RIOO Team | Feb 25, 2026 2:54:16 PM

Property management has become increasingly data-driven. Real estate companies managing commercial and residential portfolios need real-time visibility into financials, leasing performance, maintenance efficiency, and tenant satisfaction to stay competitive. Without tracking the right property management KPIs in NetSuite, managers risk missing revenue opportunities, overspending on operations, and failing to meet investor expectations.

For NetSuite users, KPIs are the backbone of operational insight. They allow teams to monitor portfolio performance, optimize tenant billing, validate revenue, and manage maintenance efficiently. Integrating a property management SuiteApp like RIOO enhances these insights by providing pre-linked workflows and dashboards, helping your team focus on running properties instead of reconciling spreadsheets.

This guide provides a property management KPI cheat sheet with 25 essential metrics every NetSuite user should track. We break them down by category, explain why they matter, and show how tracking them drives profitability and operational excellence.

Why Property Management KPIs Are Critical

Tracking property management KPIs gives teams actionable insights into the health of their portfolio:

  • Analyze financial performance: Identify which properties generate the most revenue and spot rising operational costs.
  • Optimize leasing efficiency: Monitor occupancy, lease renewals, and revenue per unit to maximize returns.
  • Improve operational effectiveness: Measure maintenance response times, vendor performance, and workflow efficiency.
  • Enhance tenant satisfaction: Track renewals, complaints, and service quality to boost retention.
  • Support strategic decision-making: Highlight underperforming assets and uncover growth opportunities.

With NetSuite, these KPIs can be automated using saved searches, dashboards, and reports. Integrating a property management SuiteApp like RIOO centralizes portfolio metrics, linking leases, billing, and maintenance for real-time visibility across your entire property portfolio.

The 25 Essential Property Management KPIs to Track in NetSuite 

Managing properties without the right metrics is like navigating NYC traffic blindfolded, you’ll eventually hit a costly roadblock. Tracking KPIs ensures you know exactly how your portfolio is performing, where revenue is slipping, and which operational issues need attention. We’ve organized 25 essential KPIs into five key categories for clarity.

1. Financial KPIs

  1. Net Operating Income (NOI) – Revenue minus operating expenses at the property level. NOI shows true profitability before debt and taxes, helping managers compare properties and plan investments.
  2. Gross Rental Revenue – Total rent billed across all units, including base rent, CAM, and additional charges. A core indicator of your portfolio’s revenue-generating potential.
  3. Reimbursement Revenue – Income collected from tenants for utilities, insurance, and CAM recoveries. Tracks how efficiently pass-through charges are billed and collected.
  4. Operating Expense Ratio – Operating expenses divided by total revenue. Identifies areas of overspending and highlights opportunities for operational efficiency.
  5. Debt Service Coverage Ratio (DSCR) – NOI divided by total debt service. Shows whether properties generate enough income to comfortably cover debt obligations.
  6. Accounts Receivable Aging – Tracks overdue tenant balances across 0–30, 31–60, and 61+ day buckets. Helps prioritize collections and reduce risk.
  7. Bad Debt Write-Offs – Monitors tenant defaults. Keeping this low ensures revenue stability and highlights the need for proactive credit management.

2. Leasing KPIs

  1. Occupancy Rate – Percentage of leased units versus total units. High occupancy maximizes revenue and indicates strong leasing operations.
  2. Lease Expiration Rate – Tracks leases expiring in the next 3–6 months. Critical for planning renewals and marketing to prevent revenue gaps.
  3. Tenant Turnover Rate – Measures units vacated over a period. High turnover increases costs; low turnover signals tenant satisfaction.
  4. Average Lease Term – Longer leases improve income stability and reduce turnover-related costs.
  5. Rent Collection Efficiency – Percentage of rent collected versus rent billed. Highlights the effectiveness of your collections process.
  6. Percentage Rent Revenue – Revenue from percentage-based leases, typically retail or commercial. Ensures revenue from sales-linked leases is tracked accurately.

3. Maintenance & Operations KPIs

  1. Work Order Completion Rate – Percent of maintenance requests completed on time. High completion rates indicate operational efficiency.
  2. Average Work Order Time – Measures time from request to resolution. Helps identify bottlenecks in maintenance workflows.
  3. Preventive Maintenance Compliance – Percent of scheduled preventive tasks completed. Reduces emergency repairs and extends asset life.
  4. Maintenance Cost per Unit – Total maintenance expenses divided by number of units. Tracks operational cost efficiency.
  5. Vendor Performance Score – Evaluates vendors on timeliness, cost, and quality. Helps manage external partners effectively.

4. Tenant Satisfaction KPIs

  1. Tenant Response Time – Average time to respond to tenant inquiries or complaints. Faster responses improve tenant satisfaction.
  2. Tenant Satisfaction Score – Survey-based score measuring tenant happiness and likelihood to renew. Guides improvements in service delivery.
  3. Renewal Rate – Percentage of tenants who renew leases. High rates indicate strong retention and consistent revenue.
  4. Complaint Resolution Rate – Percent of tenant complaints resolved within SLA. Ensures service quality meets expectations.

5. Portfolio & Strategic KPIs

  1. Revenue per Available Unit (RevPAU) – Total revenue divided by total units. Measures income efficiency across your portfolio.
  2. CAM Reconciliation Accuracy – Variance between billed and actual CAM costs. Reduces disputes and ensures fair tenant billing.
  3. Portfolio Yield – NOI divided by property value. High-level measure of portfolio profitability and investment return.

How to Track These KPIs in NetSuite

NetSuite makes KPI tracking much easier for property managers, giving you the tools to see exactly how your portfolio is performing without drowning in spreadsheets. Here’s how:

  • Saved Searches: Create custom queries to track key metrics like occupancy rates, accounts receivable aging, or maintenance completion. You can filter by property, unit, or lease type to get the exact insights you need.
  • Dashboards: Visual dashboards let you see portfolio-level performance at a glance. Charts for NOI, revenue per unit, and maintenance KPIs make it easy to spot trends or problem areas before they become costly.
  • Reports: Schedule automated financial, leasing, and operational reports to keep teams informed. NetSuite reports can be customized, exported, or shared with executives and investors to maintain full transparency.

For teams looking to streamline even further, a SuiteApp like RIOO can connect leases, billing, and maintenance workflows in real time. This gives property managers a single source of truth for all KPIs, reduces manual data entry, and delivers actionable insights instantly, so you can spend less time reconciling numbers and more time optimizing your portfolio.

Conclusion

KPIs are the backbone of modern property management. Tracking the right metrics allows teams to identify revenue opportunities, optimize operations, and boost tenant satisfaction. By leveraging NetSuite and monitoring KPIs across financial, leasing, maintenance, tenant, and portfolio performance, property managers gain full visibility into their assets, make data-driven decisions, and maximize profitability.

Ready to simplify KPI tracking?

Explore how RIOO connects leases, billing, and maintenance workflows in real time, giving actionable insights across your entire property portfolio.

FAQs 

Q1: What are the most important KPIs for property management in NetSuite?

A: The most important property management KPIs include occupancy rate, net operating income (NOI), rent collection efficiency, maintenance completion rate, tenant satisfaction score, and CAM reconciliation accuracy. Tracking these KPIs in NetSuite helps property teams optimize revenue, reduce costs, and improve tenant retention.

Q2: How can I track property management KPIs in NetSuite?

A: NetSuite allows KPI tracking through saved searches, custom reports, and dashboards. Users can automate financial, leasing, and maintenance KPIs, while SuiteApps like RIOO integrate lease, billing, and maintenance data for real-time visibility.

Q3: Why are KPIs critical for property management success?

A: KPIs give actionable insights into financial performance, operational efficiency, and tenant satisfaction. Monitoring KPIs like tenant turnover rate, renewal rate, average lease term, and revenue per available unit (RevPAU) ensures informed decision-making and maximizes portfolio profitability.

Q4: Can NetSuite handle KPIs for both commercial and residential properties?

A: Yes. NetSuite supports multi-property, multi-unit portfolios including commercial and residential leases. KPIs like occupancy rate, CAM reconciliation, and percentage rent revenue can be tracked at both property and unit levels. SuiteApps like RIOO further streamline KPI reporting across mixed-use portfolios.

Q5: How does RIOO help with KPI tracking in NetSuite?

A: RIOO for NetSuite links leases, billing, and maintenance workflows to dashboards, enabling real-time KPI tracking. Property managers can monitor financial, leasing, maintenance, and tenant KPIs without manual spreadsheets, reducing errors and improving operational efficiency.

Q6: Which financial KPIs should property managers prioritize in NetSuite?

A: Property managers should prioritize Net Operating Income (NOI), operating expense ratio, debt service coverage ratio (DSCR), accounts receivable aging, and bad debt write-offs. These metrics provide a clear view of portfolio profitability and cash flow health.

Q7: How often should property management KPIs be reviewed?

A: KPIs should be reviewed weekly for operational metrics, monthly for financial metrics, and quarterly for portfolio-level performance. Using NetSuite dashboards or a SuiteApp like RIOO ensures KPIs are always up-to-date for timely decision-making.

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