Every number comes from the research behind this page (October 2026). Low and high are ordered by savings: low is the least favorable case for Tenaivo. Each input is labelled as independent data, a vendor's own claim, or our estimate.
Prices come from our pricing page: Desk is $7 and Coordination is $10 per door per month, with a $1,500 monthly minimum. Value per door is compared with what you actually pay per door, so the minimum counts.
Doors and the after-hours share are yours. Coordinators, if you enter them, replace our doors-per-coordinator range.
Coordinator time
Formula
(Base pay + on-call pay) × (1 + employer cost) ÷ 12 ÷ doors per coordinator × share of the work the plan takes on
Base case at 500 doors: Desk $5.21, Coordination $9.68 per door per month.
Inputs
Coordinator base pay per year
IndependentLow $45,000 · Base $55,000 · High $65,000
Glassdoor: $49–70K base in both Houston and Dallas–Fort Worth (50 reports each, 2026). Indeed: $20.23/hr in Houston (13 postings) and $25.54/hr in Dallas (7 postings).
Sources: glassdoor.com (1), glassdoor.com (2), indeed.com (1), indeed.com (2)
On-call and overtime pay per year
IndependentLow $0 · Base $0 · High $7,112
Indeed lists $7,112 a year of overtime in Houston; Glassdoor shows $14–28K of additional pay. Used in the high case only.
Sources: indeed.com
Employer cost on top of wages
IndependentLow 25% · Base 30% · High 40%
BLS, June 2026, West South Central private industry: benefits are 28.7% of total compensation, or 40.3% of wages. Small firms are often lower.
Sources: bls.gov
Doors per coordinator today
EstimateVendor claimLow 500 · Base 400 · High 250
No independent benchmark exists. Vendoroo, a vendor, says 1 per 200 doors is typical; its own work-order figures imply 380–500. Our range is an estimate.
Sources: vendoroo.ai, pablo-gonzalez-vendoroo.beehiiv.com
Share of coordinator work Desk takes on
EstimateLow 25% · Base 35% · High 50%
Intake, after-hours calls, triage, resident updates and vendor follow-up. Our estimate.
Our estimate, no outside source.
Share of coordinator work Coordination takes on
EstimateLow 50% · Base 65% · High 80%
Adds vendor chasing, scheduling, approval follow-up and close-out checks; your team still sends each vendor. Our estimate.
Our estimate, no outside source.
Answering service replaced
Formula
What you pay per door per month today, if you pay for a service
Base case at 500 doors: Desk $1.10, Coordination $1.10 per door per month.
Inputs
Answering service, per door per month
IndependentLow $0.70 · Base $1.10 · High $1.50
Buildium's contact center lists $0.70 for missed calls and $1.10 for all calls; Property Meld's on-call add-on is $1.50. Counted only if you pay for one today.
Sources: buildium.com, propertymeld.com
After-hours vendor premiums avoided
Formula
Requests per door per year ÷ 12 × share after hours × share treated as urgent × share triage defers × premium avoided
Base case at 500 doors: Desk $1.02, Coordination $1.02 per door per month.
Inputs
Maintenance requests per door per year
IndependentLow 2.9 · Base 3.4 · High 4.5
Hemlane: 3.30 across the US in 2024 and 3.43 in Texas. The high case is older Class B and C buildings (our estimate).
Sources: hemlane.com
Requests reported after hours
IndependentLow 35% · Base 40% · High 50%
Fixflo found 38% (UK, 2024) and Lettie 50% (UK, 2026). The calculator uses the share you set; the range shows the sources.
Sources: fixflo.com, property118.com
After-hours requests treated as urgent without triage
EstimateVendor claimLow 10% · Base 15% · High 20%
AppWork: 6.67% of work orders are true emergencies (independent). An AI front-desk vendor says 10–20% of calls are urgent (vendor claim). Residents call more things urgent than are.
Sources: appworkco.com, myaifrontdesk.com
Share of those dispatches triage moves to business hours
Vendor claimLow 25% · Base 40% · High 50%
Property Meld says 40% of resident “emergencies” are not real and its triage cuts unnecessary emergency dispatches by 30–50%. Latchel says it de-escalates 48%. All vendor claims.
Sources: propertymeld.com (1), propertymeld.com (2), latchel.com
After-hours premium avoided per deferred dispatch
IndependentLow $100 · Base $150 · High $250
Angi, Houston and Dallas: emergency rates run 1.5–2x, evenings 1.5x and holidays 3x; the average Houston plumbing job is $331. A Houston HVAC contractor (vendor) adds $100–250 after hours. HomeGuide: +$40–80/hr, up to 2–3x.
Sources: angi.com (1), angi.com (2), angi.com (3), homeguide.com, hvac.johnmooreservices.com
Smaller water losses
Formula
Losses per 100 doors ÷ 100 × average loss × share reduced ÷ 12
Base case at 500 doors: Desk $0.96, Coordination $0.96 per door per month.
Inputs
Water and freeze losses per 100 doors per year
IndependentLow 1 · Base 1.5 · High 2
Insurance Information Institute, homeowners, 2019–2023: 1.50 claims per 100 homes a year. No rental-specific figure was found.
Sources: iii.org
Average water or freeze loss
IndependentLow $13,884 · Base $15,400 · High $20,062
III: $15,400 on average, 2019–2023. Low and high use the 2019 and 2023 average claim across all perils.
Sources: iii.org
Share of the loss avoided
EstimateLow 2% · Base 5% · High 10%
Our estimate, for a 24/7 answer, shut-off guidance and fast dispatch. For scale, automatic shut-off valves cut loss size by 72% (LexisNexis with the valve maker, 2,306 homes); a phone desk does far less. Most losses are insured, so the owner gains the deductible, premium pressure and vacancy.
Sources: risk.lexisnexis.com
Fewer move-outs
Formula
Move-out rate × move-outs avoided × cost per move-out ÷ 12
Base case at 500 doors: Desk $3.06, Coordination $3.06 per door per month.
Inputs
Move-outs per year, as a share of doors
IndependentLow 25% · Base 35% · High 45%
Invitation Homes, single-family: 22.8% (2025). NAA, apartments: 46.8% (2019). Lessen: about 42%. A mixed portfolio uses 35% (our estimate).
Sources: businesswire.com, naahq.org, lessen.com
Move-outs avoided, as a share of move-outs
EstimateVendor claimLow 1% · Base 3% · High 6%
Our estimate. Grace Hill (vendor claim) says 31% of residents leave over poor maintenance; the base assumes 1 in 10 of them stay. Buildium's 2026 renter survey: residents satisfied with maintenance are 57% more likely to plan to renew.
Sources: info.gracehill.com, buildium.com, propertymeld.com
Cost of a move-out
IndependentLow $1,800 · Base $3,500 · High $5,000
NAA: about $1,800 (2019). Multifamily Executive: $3,500–5,000, including vacancy, marketing, make-ready and commissions.
Sources: naahq.org, multifamilyexecutive.com, lessen.com
Preventive maintenance
Formula
Repair spend × share a program can reach × savings ÷ 12
Base case at 500 doors: Desk $4.50, Coordination $4.50 per door per month.
Inputs
Repair and maintenance spend per door per year
IndependentLow $1,000 · Base $1,500 · High $2,500
Lessen: $1,000–3,100 per single-family home (680,000 work orders, 2024). Novogradac: $1,744 median per affordable-housing unit (2023).
Sources: businesswire.com, novoco.com
Share of that spend a preventive program can reach
EstimateLow 20% · Base 30% · High 40%
Hemlane: HVAC is 12.3% and plumbing 25.4% of work orders. Our estimate.
Sources: hemlane.com
Savings on the spend it reaches
IndependentLow 6% · Base 12% · High 18%
US Department of Energy O&M guide: preventive programs save 12–18% over reactive maintenance. The low case halves that for partial adoption.
Sources: reliamag.com, energy.gov
Invoice and price control
Formula
Repair spend × vendor share × errors recovered ÷ 12
Base case at 500 doors: Coordination $1.75 per door per month. Not part of Desk.
Inputs
Repair and maintenance spend per door per year
IndependentLow $1,000 · Base $1,500 · High $2,500
Share of repair spend paid to outside vendors
EstimateLow 50% · Base 70% · High 90%
Our estimate. Third-party managers use vendors heavily; owner-operators with in-house techs use them less.
Our estimate, no outside source.
Invoice errors recovered, as a share of vendor spend
EstimateLow 0.5% · Base 2% · High 5%
APQC: a median 1.5% of payments are duplicates or errors, by count. Xelix (vendor claim): duplicates are 0.2% of spend. Our estimate.
Sources: apqc.org, stealthagents.com, baselane.com
Avoided truck rolls
Rolling outFormula
Requests per door per year ÷ 12 × share resolved × vendor share × cost of a visit
Not counted, so it adds nothing to the totals.
Inputs
Maintenance requests per door per year
IndependentLow 2.9 · Base 3.4 · High 4.5
Requests resolved by troubleshooting, with no vendor sent
Vendor claimLow 5% · Base 10% · High 15%
Latchel says 23% are resolved at intake; EliseAI says over 20% of “urgent” requests are de-escalated. Both are vendor claims; no independent rate exists.
Sources: latchel.com, eliseai.com
Share of repair spend paid to outside vendors
EstimateLow 50% · Base 70% · High 90%
Cost of a vendor visit avoided
IndependentLow $75 · Base $150 · High $250
Service-call fees: plumbers $100–250 (Angi, Houston and Dallas, 2026), HVAC $75–200 (HomeGuide), electricians $100–200 (HomeAdvisor, 2026).
Sources: angi.com, homeguide.com, homeadvisor.com
What we count, and what we don't
We count only levers backed by features you can use today. These are shown on the page but add nothing to the totals:
- Avoided truck rollsRolling out
The turn board, competing quotes, resident chargebacks and the HVAC filter program are live but not modelled here, so they add nothing to the totals.
The weakest link
Doors per coordinator drives most of the result, and no independent benchmark exists. The figure most often quoted, 1 per 200, comes from a vendor. Our base of 400 is an estimate. If you know your headcount, enter it above.
Estimates, not a guarantee
These figures use public data for Houston and Dallas, not your books. Your results depend on your portfolio, your vendors and how your team works.
