Real Estate Investment 101: Differentiating CapEx from Maintenance

Are you diving into the world of real estate investment? If so, understanding the crucial difference between capital expenditures (CapEx) and maintenance is key to your success. In this comprehensive guide, we’ll break down these terms, show you how to calculate them, and teach you how to forecast them when analyzing potential deals. Let’s get started!

What Are Capital Expenditures and Maintenance?

Capital Expenditures (CapEx)

CapEx refers to significant, long-term investments made to improve or increase the value of a rental property. These are typically big-ticket items such as:

  • Roof replacement
  • HVAC system upgrades
  • Major plumbing or electrical renovations

Maintenance

Maintenance involves routine tasks that keep the property in optimal condition. These are usually more frequent and less costly expenses, including:

  • Regular lawn care and landscaping
  • Exterior cleaning and power washing
  • Appliance repairs (e.g., fixing a leaky dishwasher)

How to Factor CapEx and Maintenance into Your Deal Analysis

When evaluating potential real estate investments, it’s crucial to distinguish between CapEx and maintenance. Here’s a step-by-step approach:

Analyzing Capital Expenditures

  1. Assess Major Systems: Thoroughly inspect the roof, water heater, HVAC system, plumbing, and electrical components. Evaluate their current condition and estimated remaining lifespan.
  2. Calculate Costs: As a rule of thumb, CapEx should account for 2-7% of the property’s value. For properties requiring significant updates, lean towards the higher end of this range.
  3. Forecast Future Needs: For properties in excellent condition or those recently renovated, you can reasonably budget a lower CapEx percentage.

Estimating Maintenance Costs

  1. Evaluate Property Condition: Look for signs of wear and tear, older appliances, and the overall state of the property.
  2. Estimate Monthly Expenses: Maintenance costs typically range from 2-5% of the gross rent. Larger properties with extensive landscaping or amenities might incur higher maintenance costs.

Building Your Reserve Funds: How Much Should You Set Aside?

The amount you allocate to reserve funds depends on your risk tolerance:

  • Conservative Investors: Aim for 6-12 months of reserve funds to cover potential expenses.
  • More Aggressive Investors: A 3-month reserve fund may suffice if you have additional income streams or savings to cover unexpected costs.

Mastering CapEx Calculations

For a detailed understanding of CapEx, create a spreadsheet using this formula:

Monthly Cost = Replacement Cost / Lifespan (in years) x 12
This formula helps you determine the monthly amount to set aside for each major expense. For more accurate estimates, consult with a general contractor or your real estate agent.

Pro Tips for Savvy Real Estate Investors

  1. Patience Pays Off: It typically takes 3-5 years for a rental property to stabilize, allowing you to understand its true maintenance costs.
  2. Avoid Analysis Paralysis: While it’s important to dive into details, remember to step back and view the big picture. Ensure your investments align with your long-term financial goals.
  3. Organize Your Finances: Initially, you can combine CapEx and maintenance funds into one account. As your portfolio grows, consider consulting a CPA for a more sophisticated accounting system.

Wrapping Up: The Key to Successful Real Estate Investing

Understanding the nuances between CapEx and maintenance is crucial for effective property management and investment planning. By accurately forecasting these expenses, you’ll make more informed decisions and build a robust real estate portfolio that stands the test of time.

If you have any questions about buying a home or need more personalized advice, feel free to reach out to me. Connect with me on YouTube, Instagram, or Facebook.

For a more detailed consultation or to get started on your home buying journey, schedule a free strategy session here. You can also access my Free Buyer’s Guide to help you through every step of the process here.

Flipping Houses: 2023 Interview with Bobby Curtis

Flipping Houses: Interview with Bobby Curtis Part 2.1

Looking back on the interview and my responses from 2019 on house flipping was interesting. I remember lessons I’ve learned from the houses I have flipped since 2011. But I’ve learned quite a bit more since 2019 as well. Not just because I have remodeled and sold more houses myself, but because I have helped others start their flipping business and represented them as a real estate broker. So, I’ve been able to learn even more from them. Some things they have done  how I would have, and others done differently. I’ve learned from both and would like to expand on the responses I had based on the experiences I’ve had since that interview. 

1. WHAT ARE THE KEY FINANCIAL CONSIDERATIONS REAL ESTATE FLIPPERS SHOULD THINK ABOUT BEFORE THEY BEGIN A NEW PROJECT?

I didn’t have a bunch of money to start my business when I began in 2011. What I was able to do is get creative with financing. Borrowing money is actually one of the easier components, which I wasn’t expecting. There are many private money lenders out there who want to lend people money to restore houses. They have a cap, of course, on how much they will lend. That’s partially based on how much work and money you plan to put into the house, and it’s after repair value (ARV)- basically what it’s projected to be worth when your finished. 

Generally, you will need to start making payments on the loan you borrow from the private money lender within 2-4 months, so make sure you have enough money to start paying that back if you haven’t finished and sold the property yet. 

2. HOW DO YOU DETERMINE A BUDGET WHEN IT COMES TO FLIPPING A PROPERTY

When I look at house, I begin to determine what to do with it by seeing what nicely remodeled houses look like that have sold in the area. I am a data junkie. It’s worked for me, and it gives me confidence that people are already going for it. The ideal scenario is when you buy a fixer house, there are many ARV comps (comparables that represent what the house will look like). These comps show what designs trends are selling, how people are using spaces in a house, and what the overall property has to offer. 

If I’m coming into this field with no experience, I should rely heavily on these comp houses. They will be a good guide for what I should consider doing to this fixer house. And that is the beginning of my budget. I start to determine the cost of each update, upgrade, improvement in the house to get this house on par with the comparables I’m looking at. One question I have gotten a lot while clients have been remodeling houses is “I’m trying to decide between putting in this or that in the house”. Before I give my personal opinion, I ask them to go back to the best ARV comps we looked at when they bought the house to see what was done there. This usually gives enough insight to help them make the best decision.

3.WHY IS PROJECT MANAGEMENT SO IMPORTANT IN HOUSE FLIPPING?

I have not met a house flipper who is not a good project manager. The job is dynamic. There are so many facets to it: budgets, design, hiring, collaborating, and constant critical decision making. You have to become a skilled conductor to do this well. That doesn’t mean you need to be an expert project manager when you start (but it sure would help). A good project manager, and generally one who has something at stake, can make or break a profitable house flip. If you decide to hire a project manager, they need to have some kind of bigger incentive to make sure the project runs smoothly, great contractors are hired, timelines and budgets are followed. But honestly I’d rather you just be the project manager yourself, and get some help if you’re not great at it in the beginning. Nobody has more at stake than you.

As a project manager, I have had clients ask me what they should do in one circumstance or another, and even if I would make the decision for them. I can’t. The most I can do is tell them given the information I know, if I were in your shoes I think I would do this. But, everyone has a different set of circumstances, priorities, and risk tolerances. That’s important for you to balance out before making decisions.

Another thing- you might have a great design, but if you blow the budget and timeline, that design better be the VERY best to support someone paying tens or hundreds of thousands more for the house because you went so far over the budget and timeline. And it’s possible someone will. Just know it’s a risk.

 

4. WHAT ARE SOME KEY MISTAKES THAT CAN MAKE HOUSE FLIPPING A FLOP?

I stand by my original answers here but will expand on them.

A. Putting in materials and finishes that don’t work. Make sure people are already buying houses with the design ideas you are using. In this field we have so much at stake, so we are constantly looking for ways to mitigate risk. Having data- ie comparbles that show what materials and designs others have put in houses that have sold for prices we’re looking to sell our house for is important. If you decide to venture off to a new or different design, it’s okay. Just know that you are adding a component of risk since we don’t have that kind of data to support it. What makes me feel more confident with your non-supported design choices is if you’re already a successful designer or you’ve hired one to help with your remodel. That of course, brings those risk levels down. 

B. Buying a house with no good comparable houses. There are different levels of comparables. The best ones are close by, same era, square footage, style, with same size yard and amenities. There is no perfect comparable but we want to get as close as possible. The idea here is we want to decrease the number of variables between our house and the ones that have sold so we have a more than a strong intuition of what we can sell this house for when it’s finished. Did I mention I’m a data junkie? J

C. Putting a house up for sale before it’s 100% complete. Please don’t. Sometimes you’ll have success with it, but in the long run I have found it’s not a great idea. This is such a big investment for the end buyer. Generally when we list these remodeled houses, they are the most expensive houses in the neighborhood, outside of new construction. If someone is going to pay the highest price, they want to walk into a house that is completely buttoned up. We never know what people will cling to, or what will leave a lasting impression (good or bad). If something is unfinished, buyers will put together stories in their head and wonder why it isn’t complete, or why the rush to put the house up for sale. It just leaves a lasting bad impression that they may not even able to put their finger on. 

D. All D-I-Y work. You may be a skilled craftsman, carpenter, or extremely handy. Even if you are, it’s unikely this is going to be convincing enough to me for you to do everything. While you may love house flipping, it is a business, and timelines are important. If we’re looking at ARV comparbles that sold three months ago when you buy the house, and it takes you a year to remodel the house, then we are essentially relying on 15 month old data for what the house should be worth when you’re done with it. Real estate markets can change so much in that period of that time. I don’t want you to rely on getting lucky that the market will improve for sellers in that time.

E. Taking too long. See above.

5. ANYTHING ELSE TO ADD?

Be curious. Be a self-starter. Spend time wandering around neighborhoods. Go through open houses to see what houses that are going up for sale right now are going for and what condition they’re in. Join a real estate investor group so you can see and hear about what other investors are doing locally. You can also learn about some of the nuances that make house flipping unique in the area you live in. Hire great people, and people you enjoy working with. Now that this is your business, these are the people you will be spending a lot of time with.

If you missed the original Interview Part 2, you can see that here.

Hiring Great Contractors

So many of us are planning work on our homes right now. Ensuring you make the right contractor hiring decision is essential right now. And if you think it’s just about making sure they do quality work, that is only part of it. I shared some tips. with Kara Mack from Afternoon Live about what to consider and look out for. See the full 7 minute interview here

Great Contractors

Have great reputations

    1. Stand behind their work when problems show up- and people rave about them. DON’T just look at online reviews- businesses tend to ask for reviews from clients when things go well, not when they don’t
    2. Reliable

** Bad contractors tend talk about themselves more than others talk about them

Organized and good with the basics

    1. Have a schedule, and communicate when they will be able to do the work
    2. Do what they say they are going to do, including show up for the estimate on time, and get you an estimate when they say they will.
    3. May have an office person who keeps track of the schedule and communicates all necessary information.

** Bad contractors aren’t great at following through on the basics

Experts and resourceful

    1. Listen to you, meet you where you are, and present curiosity and interest in your project
    2. Do not treat your project like its just like all of the rest
    3. Willing to share why they recommend an approach or certain products
    4. Tailor their proposal to your interests, and not just what they are used to doing

** Bad contractors have a blanket approach based on what they usually do

One more tip: The clearer you are on the scope of work, and confidence you present that the project WILL be happen, the more interested contractors will be in working with you.

Do’s and Don’ts of hiring a contractor Part 1

Hiring a contractor: 101. Learning from my personal success and failures working with contractors.

First I’d like to say, when you hire the right contractor- your project will be so much easier to deal with. When you hire the wrong contractor- get ready for a long, stressful, expensive process. When we started our renovation in 2015, many of the bids we received were from contractors referred to me within our broker network(other real estate agents that I know). Other contractors I hired were from “Thumbtack” or personally referred. If you have a large project, having the right mindset is #1! You can’t be passive, you must be deliberate. Here are some basic do’s & don’ts. I’m happy to share my experience with you, to guide you in the right direction. Feel free to reach out if you’re curious about the process.

  1. Do include a design plan in your budget. Having a plan is worth the extra couple hundred/thousand dollars.
  2. Do have a design plan before getting a bid with your general contractor.
  3. Do get multiple bids. Second phase of our attic/master bedroom renovation, we got 6 bids.
  4. Do ask for past client references. We are very happy with our contractor that we had a personal referral from. When I say personal, I mean- a past client that personally shared their experience with you. Hiring a contractor for a job because you like their work, “hear good things”, or another REALTOR® used them to fix something on a repair addendum- is NOT the same.
  5.  Do plan for your project to take longer than expected.
  6. Do read your contract thoroughly and look at how the contractor expects to be paid.. Biggest mistake we made with one of our contractors is not reading this fine print. We were so eager to negotiate price, that we missed our contract stated- “50% payment due 30 days after project begins…” This landscaper only worked 5 days in the first month because his crew quit and weather delays. This was a stupid oversight on our part. So many decisions are being made, it’s easy to miss something. Best situation for us was paying our contractor by cost plus. He pays all the sub-contractors directly, emails us all the invoices, then we pay him about 30 days after the work is complete. Then he takes an overall percentage for managing/cleaning/communicating the jobs.
  7. Do pop in and check on your project and ask questions. I can’t even count how many times our landscaping contractor had to re-do parts of our project. If we had brought up our questions sooner, the project would have been finished 3 months sooner and cost several thousand less $$.
  8. Do tell your contractor that you want weekly updates.
  9. Do make sure EVERYTHING you discuss is in writing. Ask to update your contract if there is a change order to remove or add a part to your project.
  10. Don’t make your final payment until you are completely satisfied. I’ve made this mistake twice! Trust me, they’ll never come back to fix those final things if you’ve already paid them.

If you’re having thoughts about buying, selling, or renovating- give me a call! I’d love to be your guide through the process. Watch for part II of hiring a contractor!

Julia Robertson

Broker licensed in Oregon & Washington | Living Room Realty

541-505-1111 | julia@rebyjulia.com

The “Money Pit”