Property Management, Invoices/Description of Work, Record Keeping

[Michael R.]

Question for rental property owners using property management:

Does your PM send you (or post to your management software etc) an invoice/receipt of work done/description of work done for repairs done by a specialty vendor?   

Example:  your HVAC goes out.  An HVAC company replaces the condenser unit.  Your PM pays them.  At the end of the month you receive your disbursement from the PM (Appfolio, Buildium etc) with the repair costs subtracted and the remainder $ sent to you.  In the line item summary of the disbursement it says "XXX HVAC co repair $300.00".  

I'm having trouble with my current PM company having no system in place (using Appfolio) to give me the records of work done so that I can track them or reference them years from now.  I want to be able to track frequent recurring problems or know what has been done to my properties, straight from the vendor themselves.   I've repeatedly asked them for the records to be emailed to me, uploaded into Appfolio, or something with no success.  I like them otherwise, so just wondering how hard to push this.  Doesn't everyone want/need to track work done to their properties???

[Nathan Gesner]

@Michael R. 

I'm a property manager using Propertyware. I scan all invoices and upload them to the Owner Portal. Owners can log in to see their statement and any invoices attached to the statement.

My state doesn't require me to provide a copy of the invoice but it's obviously the right thing to do. I don't know what your state requires (if anything) or what your PM offers as a service. You should contact them and ask to get a copy of the invoice and ask why they don't automatically share it.