Overview
Untracked expenses show up on year-end and nobody can explain them. The fix is booking at source.
Untracked expenses show up on year-end and nobody can explain them. The fix is booking at source.
Maintenance expenses become trackable when every invoice is booked to the work order, unit, and property it belongs to at the moment it is approved. Booking at source is what makes an owner statement defensible; classifying at year-end never recovers the detail.
Untracked expenses show up on year-end and nobody can explain them. The fix is booking at source.
An invoice paid outside the property record loses its context immediately. Twelve months later nobody can say which unit the work was for or whether it was ever completed, and the owner asking the question is entitled to a better answer than a bank memo.
Requiring a work-order reference on every invoice does two jobs at once: it makes the expense attributable, and it makes duplicate and inflated billing visible, because a second invoice against the same job stands out.
Keep the repair-versus-capital line consistent. A written capitalisation test applied the same way each period is what keeps NOI comparable month to month, and it is one of the first things a buyer's diligence will probe.
Owner statements don't match reality. 1099s get missed.
Book every invoice to the work order. Store the PDF. Roll up per property.
Work orders carry invoice, vendor, and property links.
Store the document. Amount-only records fail exactly when they are needed — an owner dispute, a diligence request, or a tax question.
Split the invoice across the units by a stated basis, and record the basis. An unexplained allocation is the part that gets challenged.
Base price is not what you pay. The hidden costs of property management software — add-ons, integrations, SMS, and staff time — and how to find them.
How add-on modules — screening, accounting, resident portals, websites — push the real price of property management software far above the base plan.
Every integration between separate property tools has a cost — setup, maintenance, and failure. Here's how to count it and when consolidation is cheaper.
A practical path from a pile of single-purpose tools to one connected property management platform — without losing data or breaking workflows.
Turn ad-hoc maintenance texts into a running workflow with priority, vendor dispatch, and audit trail.
Spreadsheets stop working around unit five. Here's how to migrate to a real system without losing data.
$49/month includes 5 units, then per-unit pricing that drops as you grow. Optional modules are billed separately and must be added deliberately.
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