Owner FAQ

Our management fee is 8% of collected rent, with a minimum of $85/month. If your property is vacant and no rent is collected, there is no management fee — simple as that.
For tenant placement, our leasing fee is one month's rent with a minimum of $750. We only make money when you make money.
For a complete breakdown of all fees and services, visit our pricing page.

Full-service property management — one flat fee, everything handled. This includes rent collection, tenant screening, lease signing, legal notices, and monthly financial reports.
For a full list of additional services, visit our pricing page.

We manage single-family homes up to 20-unit buildings. If your portfolio is larger than that, we'll refer you to a firm with on-site staffing that is better suited for larger scale operations. We specialize in small to mid-size portfolios — which means you get focused, hands-on attention rather than getting lost in a large company's system.

Our agreement allows you to cancel anytime with 30 days written notice. Here's exactly what that looks like depending on your situation:
If your property is vacant and we have started marketing it: A marketing fee applies.
If your property is occupied: You can still cancel, but you will need to pay out the remaining management commission for the active lease and take responsibility for the move-out deposit and lease transition.
If you are canceling for cause: We get 10 days to resolve the issue before you walk away.
We believe in earning your business every month — not locking you in. If you'd like to talk, reach out to us here.

At TrustArt Realty, we understand that inheriting a challenging tenant situation can be stressful for a landlord. We would certainly welcome the opportunity to take on the management of your property, even if it currently has a non-paying or problem tenant, provided we determine a good fit after our initial consultation.

Our Policy for Inheriting Non-Paying Tenants:

• Initial Service Fee: When we take over a property with a tenant who is already not paying rent, we are effectively being hired to perform an immediate, intensive service (remediation, collections, and/or eviction process) rather than routine management.
• Minimum Monthly Management Fee: For these special cases, we must charge a minimum monthly management fee until one of two things occurs:
  1. The existing tenant is successfully evicted and vacates the property.
  2. The existing tenant resolves their outstanding balance and begins making full, on-time rental payments under a new, court-approved agreement.
• Standard Non-Paying Policy: It is important to note that for tenants we manage from the start of their lease, our general policy is to not charge a management fee on uncollected, non-paying rent. However, when taking over a pre-existing, non-compliant tenant, the minimum fee is required to cover the immediate legal and administrative work needed to resolve the situation.

Our primary goal is to resolve the tenant issue swiftly and legally, stabilizing your cash flow. Once stabilized, your property will seamlessly transition to our standard management fee structure.

Yes. We are experienced in navigating HOA bylaws, notices, and restrictions — handling all communication and compliance on your behalf so you don't have to deal with the red tape. Managing within an HOA doesn't slow us down; it's just part of what we do.

Absolutely. At Trustart Realty we specialized in investment properties in Philadelphia and will be happy to assist you with finding a new investment that would match your investment profile.

Absolutely!

When prospective tenants view your vacancy, we want the property to look its best and compete with area rentals. A property maintenance report and rental market survey is completed, as well as a 360 check of your property (check out an example report!). Our management team will contact you to discuss the details of your vacant property and any necessary maintenance.

This is the most common question we hear from owners — and the honest answer is that there is no way to predict exactly how long a property will remain on the market, even in the best conditions. What we can promise is that we work diligently to rent your property as quickly as possible, using cutting-edge marketing tools including 360° virtual tours — (check out an example!).

What matters most is not just speed — it's quality. Any property management company can fill a vacancy quickly by lowering standards. But a bad tenant costs far more than an extra week of vacancy — in unpaid rent, damage, and the cost of another turnover. We hold out for the right tenant, because that patience pays off every time.

Vacancy is expensive — so we move with urgency while never cutting corners on tenant quality. Timeline depends on market conditions, the unit's condition, price, and location, but we guide you to hit the sweet spot on all four so your property rents fast and right.
Our marketing reach is extensive. We list every vacancy on our website and nearly 70 additional rental platforms — including Zillow, Trulia, Hotpads, and Apartments.com — maximizing exposure while keeping your advertising costs low. The wider the net, the faster the right tenant finds you.

No — and that actually protects you. We follow strict fair housing screening standards applied equally to every applicant. Allowing owner selection of tenants opens the door to discrimination claims and significant legal liability. Our consistent, criteria-based screening process keeps you compliant with Philadelphia and federal fair housing laws while still ensuring only the most qualified tenants are placed in your property.

No — and here's why that protects you. We follow all federal and local fair housing laws, applying the same screening criteria to every applicant without exception. We handle the entire process so you avoid legal risk and any appearance of bias. Every applicant is screened by the book — credit, income, rental history, criminal background, and eviction history — so you don't end up in a fair housing complaint or discrimination lawsuit.

We don't just auto-renew and move on. Before each renewal we review the tenant's payment history and overall performance, assess current market rents, and raise the rent if the market supports it. We handle all renewal communications and lease signing — keeping your lease cycle tight and your rental income growing. The renewal fee is $200.

Absolutely. If your property is already occupied and you're tired of self-managing, we make the transition seamless. We onboard your existing lease, collect all tenant information, and take over day-to-day management with a smooth handoff — no disruption to your tenant and no gap in oversight. Just send us the keys.

We strongly advise against it. All tenant communication goes through TrustArt Realty — and that's by design. Direct owner-tenant communication creates legal liability, blurs professional boundaries, and can complicate enforcement of lease terms. We act as the buffer so everything stays documented, professional, and clean. You stay out of the mess and focus on the investment, not the drama.

We take the guesswork out of pricing your rental. Our team conducts a full market analysis based on comparable properties, your unit's condition, and current market timing — giving you a data-driven rent recommendation that is both competitive and profitable. We use practical tools and result-oriented strategies to make sure you are never leaving money on the table or sitting with an overpriced vacancy.
You get our professional opinion and full analysis. The final decision is always yours.
Ready to find out what your property should be renting for? Book a free consultation.

No — that stops the moment you sign with us. We fully take over all tenant communication, including maintenance requests. No more late-night calls or emergency texts to you directly. We operate a dedicated after-hours phone line for tenant emergencies, and during business hours tenants can reach us by phone, email, or text. You stay hands-off and we handle everything.

Yes. Whether you are out of town or simply unavailable, we will meet any third-party representative at your property — inspectors, appraisers, utility companies, city officials, or anyone else who needs access. We handle the visit and report back to you with a full update. This service is available for $85 per hour.

Our condition reports give you full visibility into your property without ever leaving home. Every report includes room-by-room photos, safety checks, maintenance notes, and detailed documentation of wear and tear. We have also upgraded to 360° photo walkthroughs — giving you the ability to virtually walk through your property from anywhere, at any time.

We've got it covered — and documented. Every tenancy begins with a detailed move-in condition report and ends with a move-out condition report, giving us the proof needed to hold tenants accountable for any damage beyond normal wear and tear. All tenant-caused damages are legally charged against the security deposit with full documentation to back it up. We have the proof and the process to apply damages charges.

Tenants submit all maintenance requests online through their portal. We triage every request, dispatch the appropriate vendor, and keep you updated throughout the process. For emergencies, we have 24/7 coverage — so a leaky faucet at 2 a.m. gets handled without you ever picking up the phone. We coordinate all repairs from start to finish so you don't have to.

The $500 reserve is your money, not ours. We hold it to cover small repairs and emergency maintenance situations so we can act quickly on your behalf without needing to chase you down for approval on every minor expense. Every dollar spent from your reserve is fully documented and reported to you with complete transparency. Your money, your property — we just make sure it is always working for you.

Here is the exact payment schedule every month:

1st–6th: Rent collection window for tenants
7th: We attempt to collect any outstanding late rent
15th: Owner disbursements and vendor payments are issued (or the next business day if the 15th falls on a weekend or holiday)
15th–18th: As long as your tenant pays on time, you can expect your funds to arrive in this window

All owner payments are sent via ACH direct deposit directly into your bank account. Monthly statements are issued after each disbursement so you have a full record of all income and expenses.
A few important things to know:
We do not issue owner payments unless there are sufficient funds in your account. ACH transfers typically clear within 2–5 business days — we deposit all payments the day they are received to give funds ample time to clear. In rare cases, such as around major holidays, processing may take slightly longer.
Priority of funds disbursement:
When rent is collected, funds are distributed in the following order:

Management fees
Reimbursement of out-of-pocket expenses
Vendor and contractor payments
Reserve account replenishment
Balance to owner

Yes — transparency is standard with TrustArt Realty. Every month you receive a full financial report delivered to your inbox as a PDF, covering all income, expenses, and disbursements for your property. You also have 24/7 access to your owner portal where you can view your rent roll, financial reports, and expense history anytime you need it. No surprises, no guessing — just clear, accurate numbers every month.

Yes — we manage the entire eviction process on your behalf working alongside our eviction attorney, from serving notices to navigating court proceedings. You never have to set foot in a courtroom.
For additional peace of mind, we offer two optional protection plans:

Eviction Protection Plan
Owner Benefit Package

And remember — if we placed your tenant and an eviction is needed within the first 12 months of tenancy, we will re-lease your unit for free under our Eviction Guarantee.

If your property was built before 1978, the answer is yes — no exceptions. All pre-1978 rental properties in Philadelphia are required to obtain a lead paint certification from a certified third-party inspector before renting. Failure to comply can result in significant fines and legal liability.
TrustArt Realty helps you schedule the certification and ensures all required documentation is properly filed so your property stays compliant. This is not something to overlook — it is one of the most strictly enforced rental compliance requirements in Philadelphia.

No — and this is one of the most costly mistakes Philadelphia landlords make. Without a valid rental license and current lead paint certification, Philadelphia courts will not accept your eviction case. You could be stuck with a non-paying or problem tenant with zero legal recourse until your paperwork is in order.
This is exactly why compliance is not optional. TrustArt Realty keeps all of your licenses and certifications current so that if an eviction is ever needed, you are legally prepared to act immediately. We keep you legal — period.

Yes — we handle everything from start to finish. This includes serving all required notices, filing with the court, and managing court appearances on your behalf. You do not need to navigate the Philadelphia eviction process alone.
The current standard cost for a full eviction is approximately $1,100. This is a pass-through cost made up of attorney fees and court filing fees — not a TrustArt Realty charge — and is subject to change based on attorney rates and Philadelphia court fee schedules.
Keep in mind that if you are enrolled in our Eviction Protection Plan, up to $1,000 of that cost is covered — making your out-of-pocket expense minimal.
If we originally placed your tenant and the eviction occurs within the first 12 months of tenancy, we will also re-lease your unit for free under our Eviction Guarantee.

If a tenant breaks their lease early, we charge them an early termination fee equal to two months' rent. That fee is split 50/50 between TrustArt Realty and you as the owner. At the same time, we immediately remarket the unit and work to minimize vacancy time so your cash flow disruption is as short as possible.

It's simple and fast. Here's all you need to do:

• Sign the management agreement
• Submit the onboarding form
• Hand us the keys

We handle everything from there. Setup takes days, not weeks. Schedule a free consultation to get started.

Getting started is straightforward. Here is what we do to get your property set up:

• Collect keys and ensure proper access for our team and vendors
• Gather all documents — existing lease, rental license, lead paint certification, and any relevant property records
• Collect tenant information — contact details, payment history, and any existing agreements
• Complete a full property condition report — a detailed room-by-room record of your property's current state with photos
• Set up everything in our system — owner portal, tenant portal, vendor access, and payment processing

We make onboarding fast, clear, and hassle-free. Most properties are fully set up within a few days of signing.

Our lease is a proprietary document specifically prepared for us by our attorneys — it is part of the value we bring to every owner we work with. It has been built and refined over years of managing Philadelphia rentals to protect your interests and stay compliant with all local and state laws. Trust the system — it works.

Very little. The only upfront costs are your onboarding fee and the $500 property reserve fund. Everything else — management fees, leasing fees, and any other charges — comes out of future collected rent. No large upfront investment, no surprise bills before your first rent check arrives. You can get started with professional full-service property management for less than a plumber's invoice.

Yes — we encourage you to keep your existing coverage, but please check with your insurer to confirm your policy covers a managed rental property, as some policies have specific requirements for landlord or non-owner-occupied properties.
Before we begin management, we require proof of active insurance. There are two additional requirements:

• Add TrustArt Realty as an additional insured on your policy for the duration of our management agreement
• Keep your insurance active at all times while we are managing your property

Welcome to our guide on navigating the TrustArt Realty Owner’s Portal. This platform is designed to simplify property management, offering a comprehensive suite of tools for landlords. Let's dive into how you can make the most of its features.

To begin, navigate to the TrustArt Realty website and click on the link on the top right to log in to your owner's portal. Log in using your credentials provided by TrustArt Realty. Once inside, you'll find the main dashboard, which serves as your central hub. Here, you can monitor property performance and access essential financial data effortlessly.

The dashboard includes sections like 'Financials,' 'Documents,' and 'Reports.' These tabs allow you to view distribution payments, documents shared with you including leases, condition reports, and reports tab gives you access to robust reports that you can customize to get what you need. You can also generate financial reports, ensuring you have all necessary information at your fingertips such as all invoices attached to vendor expenses.

In the 'Requests' tab, you can send a request with ease and our team will respond to it promptly. This feature lets you submit maintenance requests, send us a copy of a bill to charge back to the tenant and more.

Finally, you are able to send funds when a contribution for an upcoming expense is necessary. This digital system eliminates the need for paper checks, streamlining your financial management. TrustArt Realty is here to assist with any questions you may have.

Let's quickly break down your property management statement, so you know exactly what's happening with your rental income.

The first thing to look at is the overall layout. You'll find key pages such as summary by property always on the first page, followed by Income statement, and detailed transactions. These will help you track how much rent was collected and what was spent on your property.

In the 'Summary by Property' section, you'll see an overview of your cash flow, including reserves and escrow funds like last month's rent and security deposits.

At the bottom, you'll find your available funds. If it's zero, that means all funds have been paid out to you, and your reserve amount is full. If the amount is shown in parentheses, it means the reserve funds were used and will be replenished with future incoming.

On the second page, you'll see your income statement. This shows all funds received from tenants during the statement period, organized by category, like rent and utilities. It also lists all expenses billed to the property, such as management fees or any services like plumbing or electrical. Multiple expenses of the same type are grouped together on one line, but you can find the full details either on the next page or in your online portal.

At the bottom, you'll see your net income. Keep in mind, net income may not always match the distribution you receive. It can be lower if reserve funds were replenished, or higher if previous funds were held for big expenses that turned out to be less than expected.

On the final page, you'll see detailed transactions. This includes every tenant payment and expense during the statement period, such as management fees or repairs. Prepayments, which are tenant funds paid upfront before their due date, will be held in the prepaid account and applied to the balance on the due date. Until then, these funds won't be transferred to the owner. You'll also see your owner's draw listed among these transactions.The beginning cash balance matches last month's ending balance, and the ending balance will carry over to next month. This ensures all statements tie together, so you can easily track money movement.

We hope this video helped you understand your statements better. If you have any further questions, don't hesitate to reach out to your TrustArt Realty team. We're always here to help!

We follow a strict, step-by-step protocol — no emotions, just process:

• Payment reminders issued as soon as rent is late
• Late fees applied per the lease agreement
• Legal notices served in accordance with Philadelphia landlord-tenant law
• Court filing if the situation is not resolved

You never have to make an uncomfortable call or confront a tenant yourself. We handle the tough conversations and legal steps so you don't have to. Your job is to own the investment — ours is to protect it.

Yes — renters insurance is required for all tenants. If a tenant does not provide proof of coverage, we automatically enroll them in a renters insurance plan that is included in their monthly payments. This protects both you as the owner and the tenant's personal belongings — reducing your liability exposure and minimizing disputes over property damage.