He has a certain amount each month to spend on repairs

No...no. I've never heard of a "repair allowance".
Repairs should be done by notifying you of the nature of the problem, and then the agent giving you a cost estimate and the name of the registered contractor who is going to do the work. You should see the written estimate(unless it's an emergency that makes the property uninhabitable), and afterwards, a copy of the bill for the finished work.

My late husband managed rental properties for years...and this was how things were done.

It is not unusual for property managers to have a preferred electrician, plumber, general contractor, painters, etc...that they can rely on to do the work promptly and professionally, and they may well be friends or relatives...but the important thing is that they are professionals and charge fairly.

I would demand copies of invoices and cancelled checks for both the repair work and any materials, and if they are refused, have your lawyer write a check to cancel the contract.

monica_pa - Thanks for the information. The "certain amount" was written into the contract and it was suppose to be for emergency repairs only. He gets to interpert what is an emergency. We didn't catch that until now. We have asked for invoices and other paperwork but he drags his feet. We have offered him an amount to cancel the contract but he is not interested. We really can't afford a lawyer.
Clare

As a landlord in Colorado I agree with Monica. We still take care of everything ourselves, but my MIL had a property management company take care of her rentals in California and all repairs, except emergencies, were subject to approval.........

IF this guy is really a Realtor, you can write a complaint letter to the local board of Realtors in the country or state where he does business, stating that you have been charged for an exceptional number of repairs and have been denied invoices, and would like to file a formal complaint.

Send him a letter, certified, signature required etc that no repairs will be made unless approved by you and all bills and receipts and pictures must be submitted before any funds are released. You pick the companies you want him deal with and all must be certified and licensed and bonded. Is he a RE broker, licensed to be a property manager? You pay the bills, send him no money.

I've managed rental properties for years. Now I have properties of my own to manage and have a property manager I've never heard of a monthly "repair allowance" either. Though there is a limited emergency amount called discretionary funds I would use if the owners were not available in and emergency situation.EMERGENCY does not mean replace the faucet dripping for the last week but if the pipe breaks, there is flooding because the shut off valve broke and there is no way to contact the owner.
Repairs should be done after notifying you of the nature of the problem, giving you a cost estimate from the licensed and insured contractor doing the work this info should be provided by the property manager. You should see the written estimate and OKAY it before any work is done (unless it's an emergency making the property uninhabitable, then you should get a verbal estimate and still okay the work. The licensed repair company immediately afterward should send a copy of the bill for the finished work to the owner!!!It is not unusual for property managers to have a preferred electrician, plumber, general contractor, painters, etc we rely on to do the work promptly and professionally. I have made friends with many of these professionals over the years the important thing is that they are professionals and charge fairly and I have given the owners any price breaks I would get because these people are my friends.

Property managers have work because we need them to watch over our concerns not rip us off.
Most definitely ask for copies of invoices and canceled checks for the labor and materials involved in the repairs. If the request is refused write a formal complaint letter to the local Board of Realtor s in the county or state you have the property. Inform the Board of REaltor s you have been charged for an exceptional number of repairs and have been denied invoices, by the property manager and would like to request an investigation of his ethics and business practices. You may also see if you can find a legal aide to check over your contract for any kind of way to nullify or negate.
Good Luck
CT

We really can't afford a lawyer.

Doesn't sound like you can afford this guy either...

Which is going to cost you more?

Lori

Thanks everyone for the information and suggestions.
Clare

You must dump this guy as he is ripping you off. Can you cancel the contract and move on?

"But we signed a one year contract and can't see how to get out of it"
Uh, your options will be determined by what's in the contract. If he breached the contract you have options available to cancel the contract. Who wrote the contract? Trying to get/give legal advice over a forum is difficult, but not knowing what's in the contract makes it impossible.

You will likely need at least some assistance from a lawyer unless you understand contract law. Representing yourself in court isn't always a losing proposition if you're conversant on the issues and able to speak well.

A few other things that stand out:
"There was nothing wrong with most of the things he said he had repaired."
Hard to prove. Will the tenants testify on your behalf or at least give an affidavit?

"First of all, he is not getting prior approval from us and he won't let us do the repairs ourselves"
If this is spelled out in the contract, you'll probably have options.

I'm sure you don't trust him. I don't trust realtors. They rank about equal with telemarketers IMO. But I doubt you have a trust clause in your contract so it comes down to what can you prove in order to break the contract.

One other thought, is there an opt-out or escape clause in the contract? Might be worth it to pay a penalty if required to get out of it.

Once it's cleared up, I suggest you change locks and advise tenants that those people aren't authorized personnel and to contact you immediately if they try to gain access.

There's another option. Find out everything you can from your friend. Maybe you'll get something for leverage on him.

Did you sign a contract with the man. You should be getting a monthly statement to explain the expenses or call the renter and find out what repairs have been done. If you signed a contract with this man getting a lawyer might save you money in the long run. Most people can't make money on a rental if they have to hire the work done. I was a landlord for 20 years or more. It is the best way for the average man to improve his income, but you need to do the work. My husband never got rid of anything included the houses he lived in. I had a home when we married and we rented it out. I didn't mind getting down and dirty, but I didn't work outside the home and had lots of time.

Are the tenants friends of his? Are they the ones doing the work and getting paid for it?