Where do your emergency calls and work orders end up in your numbers?
Most of them are AC. And most of those come down to a dirty filter or a clogged drain line. Slide to what feels right for your property and see where they land in your budget, your vacant days, your reviews and your renewals. Everything below is your math, on your property.
Your property
Think of last July. Your gut is fine, nobody sees these but you.
50600+
All kinds. Nights and weekends. A rough feel is fine.
QuietSeveral a night
All kinds, during the day.
A few10+ a day
How many of those do you think are AC?
Of the AC ones: read the tech notes. How many say dirty filter, frozen coil or clogged drain line?
Who goes out after hours?
⚙ Adjust to your numbers
Preventable emergency calls
0a year
…for a call that an on-time filter or a clear drain line would have prevented.Every one lands on your overtime line: 0 hours a year at 1.5×, on top of full days, that nobody put in the budget.Every one is an after-hours bill from an outside company that nobody put in the budget, and a resident waiting until it shows up.Some land on your overtime line at 1.5×, the rest on an outside company's after-hours bill. Neither was in the budget.
Make-ready hours lost
0hours
About 0 work weeks spent on 0 AC work orders a year that didn't need to happen. Every day a unit waits to be turned is rent you don't collect.
And it's rarely the same unit twice. At 240 units the calls come from a different apartment almost every time. Fixing one unit never fixes the problem. Only every unit, on schedule does.
Now the question your regional will ask
Every 60 days, 240 units means 1,440 filter changes a year, about 120 a month. How many of last month's can you prove actually happened?
How a dirty filter turns into your problem
It never shows up as "filters" in your system. Here's the chain behind it.
1 · It starts here
2 · That night
Dirty filter
The lease says the resident changes it. Most don't.
✓ Changed every 60 days, photo-verified
or
Clogged drain line
Florida humidity grows slime in it, filter or not.
✓ Cleared on a schedule
The AC stops cooling
Dirty filter: the coil freezes. Clogged drain: a safety switch turns it off.
The resident calls at 9 pm
A different apartment almost every time.
Your tech drives out
By your numbers: 45 nights a year, on overtime after a full day. The fix takes minutes.
And it doesn't end there
3 · The hidden costs after
None of this ever gets coded as "filter" or "drain line." That's why nobody adds it up.
Your budget
Overtime at time-and-a-half, on top of a full day, with call-out minimums: often two or three paid hours per call, even when the fix takes ten minutes
After-hours fees when an outside HVAC company goes instead
Repair lines nobody planned for, and the variance you have to explain to your regional
Filters you already buy, and tech hours spent on filter rounds that never get every unit
Vacant days: every unit that waits to be turned is rent you don't collect
Your reviews & renewals
The wait in the heat, and whatever you hand out to calm it down: a credit, a fan, a loaner unit
The review. Nobody writes about a filter, they write about the wait
Resident survey scores
Renewals: happy with maintenance, 56% plan to renew. Unhappy, 31%.AppFolio 2026, 3,002 renters, all maintenance
Every move-out that follows: make-ready, vacant days, marketing, concessions
Your staffing
At first it's just maintenance grumbling about the calls. Easy to tune out
Then it's a resignation, usually in peak season
A job post, interviews, training, and nights nobody wants to cover
And AC stays the #1 callback and one of the slowest work orders to close. Your response times show it
Your time
The angry calls and emails that land on your desk the next morning
The questions from your regional about the overtime and the reviews
Worst case: the resident who calls the city or the local news
The property
Every freeze-up and every summer on a choked filter wears the AC down
More repairs, earlier replacement: costs that land on the owner and never get traced back to a filter
No proof: when an owner or insurer asks whether filters were changed, there's no unit-by-unit record
Now picture cutting it at the start.
Dirty filter or clogged drain✓ Handled by Keptly
AC stops cooling
9 pm call
Tech drives out
Hidden costs
That's what we sell. Not filters: the whole chain, cut where it starts. From month one you see every unit done and documented. Fewer night calls is what builds over the season.
Get the worksheet version to forward to your regional
One page. The same math on paper, which three reports to pull, and the proof question. Fill it in once and you have your number for the budget meeting.
✓ On its way. Check your inbox in a minute. Want to talk it through? hello@keptlyusa.com
Every figure above comes from the numbers you entered. Nothing is pulled from industry averages. Keptly LLC breaks the chain behind most AC emergency calls in Florida apartment communities: every filter changed and photo-verified, every drain line cleared, one record that shows it.