AppFolio is a comprehensive property management software solution designed to streamline operations for property managers and owners. Among its various functionalities, the platform provides robust tools for handling Work Orders, Unit Turns, and Projects. Each of these serves a distinct purpose within property management, helping professionals manage maintenance tasks, tenant transitions, and larger-scale improvements more efficiently. In this article, we will break down the key differences between these three features and their applications in day-to-day property management.
Work Orders: Managing Day-to-Day Maintenance
Work Orders are the most frequently used maintenance function within AppFolio. They are designed to handle individual repair or maintenance requests that arise on a day-to-day basis.
Key Features of Work Orders:
- Purpose: Address specific maintenance issues related to individual units or common areas.
- Initiation: Work orders can be created by tenants via their online portal or by property managers.
- Tracking: AppFolio allows you to track the status of work orders, from submission to completion.
- Typical Use Case: If a tenant reports a broken air conditioning unit, the property manager would create a work order to assign the task to a maintenance technician. The work order can then be updated with progress and closed once the issue is resolved.
Why Use Work Orders?
Work orders keep maintenance requests organized, allowing property managers to respond quickly and efficiently to tenant needs. This not only improves tenant satisfaction but also helps property managers maintain the property in good working order.
Unit Turns: Preparing Units for New Tenants
A Unit Turn refers to the process of preparing a rental unit for new occupancy after a tenant has moved out. This process is more comprehensive than handling a typical maintenance request and involves several steps to ensure the unit is ready for the next tenant.
Key Features of Unit Turns:
- Purpose: Coordinate the process of preparing a vacated unit for a new tenant.
- Initiation: The process is initiated when a tenant moves out and a new lease needs to begin.
- Tracking: AppFolio tracks tasks such as cleaning, painting, minor repairs, and any necessary replacements.
- Typical Use Case: When a tenant vacates a unit, the property manager schedules a unit turn. This may involve inspecting the unit for damages, repainting the walls, and replacing carpet if needed before the new tenant moves in.
Why Use Unit Turns?
Unit turns help property managers minimize the vacancy period by streamlining the process of readying a unit for the next tenant. Coordinating these tasks ensures that all necessary work is completed efficiently, and the unit is back on the market as quickly as possible.
Projects: Handling Larger-Scale Initiatives
While work orders and unit turns deal with more routine maintenance tasks, Projects are used for larger, long-term initiatives. These are typically more complex, affecting multiple units, common areas, or even entire properties.
Key Features of Projects:
- Purpose: Manage extensive, multi-task projects such as renovations, capital improvements, or long-term repairs.
- Initiation: Projects are often initiated by property managers or owners when significant work needs to be done across a property or over an extended period.
- Tracking: AppFolio allows property managers to track the various tasks, expenses, and timelines associated with a project.
- Typical Use Case: For example, a property manager overseeing a roof replacement project across several buildings would use AppFolio to track the progress, monitor vendors, and ensure that the project stays on time and within budget.
Why Use Projects?
Projects are essential for larger-scale property management needs. They allow property managers to track progress over time, allocate resources efficiently, and ensure that large capital improvements or renovations are completed successfully.
Summary of Key Differences
| Feature | Purpose | Scope | Initiation | Example |
| Work Orders | Individual maintenance request | Single unit or common area | Initiated by tenant or property manager | Fixing a broken appliacne in unit |
| Unit Turns | Preparing units for new tenants | Vacated units | Initiated after tenant move-out | Painting, cleaning, and repairing a vacated unit |
| Projects | Managing large-scale, long-term improvements | Multiple units, common areas, or property-wide | Initiated by property manager or owner | Roof replacement for several buildings |
Each feature in AppFolio plays a crucial role in keeping properties well-maintained and tenants satisfied. Whether you’re handling a single maintenance request, turning over a vacated unit, or managing a significant property improvement project, AppFolio’s robust tracking and coordination tools make these tasks more efficient.
Final Thoughts
Understanding the difference between work orders, unit turns, and projects in AppFolio helps property managers optimize their workflow and ensure that their properties are running smoothly. By using the right tool for the right task, property managers can save time, reduce costs, and keep tenants happy—all while maintaining the long-term value of their properties.
About the Author
Timothy Shaw
Timothy Shaw is a Founding Partner at The Stream Group. Leveraging his broad experience in real estate, he provides strategic guidance and advisory support. His background includes multifamily syndications, distressed asset acquisition, and serving as a licensed real estate salesperson in Ohio. At The Stream Group, Tim focuses on ownership and investment strategies, ensuring the firm’s long-term growth and vision.
Before his real estate career, Tim served as a lieutenant in the fire department. His career in public safety allowed him the opportunity to serve in many roles, including firefighter, flight paramedic, hazardous materials technician, and certified fire safety inspector. This background instilled a deep commitment to service and integrity, values he brings to his work with investors, tenants, and team members.
Tim studied Fire Science Engineering at the University of Cincinnati, and is dedicated to creating an environment where systems and data drive success. He admires Warren Buffett’s investment philosophy: “When others are greedy be scared, when others are scared be greedy.”
Tim is married with two children and enjoys traveling with his wife. They spend their free time at their second home on Amelia Island.