[Landlord- US General] does anyone actually have a system for maintenance or are we all just winging it between tenant texts and vendor no shows

Last week tenant texts me at 11 PM about a running toilet. I walk them through jiggling the flapper handle over text. It took 20 minutes of back and forth before they understood what a flapper was. Next day, different unit, disposal jammed. I called my plumber, he couldn't come for 3 days, I called two more, got a quote from one, scheduled it around the tenant's work hours, then followed up Friday to make sure it actually happened. All of it is time consuming. I've thought about a property management company but at 5 units the 8-10% fee wipes out my margin. I've thought about a VA, but the maintenance calls require local vendor knowledge. What do you do if you're in the 3-15-unit range and self-managing? Is there a system that actually works or do we just accept being on call or reply text any odd time?