How it works
A landlord reserve is a dedicated pool funding the two cost families every rental generates: routine repairs — leaky faucets, failed outlets, turnover paint — and capital expenditures, the lumpy four-figure replacements like roofs, HVAC systems and water heaters that arrive on decade-long schedules whether cash flow cooperates or not. Rules of thumb like 'set aside 1% of property value yearly' or 'save 10% of rent' blur those families together and misfire badly on young or old buildings. This calculator instead builds the reserve bottom-up. Six major components are priced as shares of your building's replacement value, aged against realistic service lives to find years remaining on each, and divided into an annual set-aside. Routine repairs layer on top using age-and-condition bands that mirror what experienced landlords actually spend. The result is a monthly dollar figure with its receipts attached: you see the roof demanding its share, the furnace nearing retirement, and the tired-property multiplier pushing totals higher. Funding this pool is what separates rentals that compound quietly from ones that lurch between emergencies — the building always wins eventually, and the reserve decides whether it wins on your calendar or its own.
Formula
Set-aside(component) = replacement cost ÷ years remaining | Reserves = Σ components + repairs% of rent (age-banded) | Monthly = total ÷ 12
Tips
- Keep capex and operating accounts separate; commingled reserves get spent by small stuff.
- Re-run the builder after any renovation — new components reset their aging clocks.
- A fresh inspection report is the best input source; guesses skew optimistic.
- Older properties shift weight from repairs toward capex — the mix, not just the total, moves.
- Per-door reserves stack across units; a fourplex needs the whole building funded, not one door's share.
Frequently asked questions
- How much should a landlord save for maintenance each month?
- This component method lands near $330 a month on a $240,000, 28-year-old building renting for $2,100 — about 16% of rent split between routine repairs and capex set-asides. Younger updated properties run closer to 8–10% of rent; tired ones push past 18%. The honest range is wide, which is why the component math beats flat rules.
- Is the 1% rule for maintenance accurate?
- It is a blunt average that misprices both ends. One percent of $240,000 is $2,400 yearly — close to this calculator's $3,900 for a 28-year-old building but wildly high for a new build needing perhaps $1,200. Age, condition and component mix drive real spending; percentage-of-value rules ignore all three.
- What is considered capex on a rental property?
- Replacements that extend life or restore major systems: roofs, HVAC, water heaters, flooring cycles, exterior painting, appliances. Routine fixes — plumbing repairs, patching, touch-up paint — are operating expenses deductible in full this year. The distinction matters twice: reserves plan capex, and taxes treat the two categories differently.
- Should reserves be per unit or per property?
- Both views matter: capex scales with building size — one roof covers four units — while repairs scale per door. Build reserves on the whole structure's value as this calculator does, then divide by doors if you want per-unit pricing for comparing deals. Never fund a fourplex from a single unit's cash flow.
- Where should landlord reserves be kept?
- In a high-yield savings account separate from operating checking — liquid enough to fund an emergency roof job within days, boring enough that the money survives until its component fails. Larger portfolios ladder reserves into CDs or T-bills matched to expected replacement dates, keeping the first month of any surprise fully liquid.