For example, trying to get detailed repair costs of replacement cost for large capex items.

It is the due diligence of the buyer to check these items. 

The personal side is handled like a primary residence, meaning your share of mortgage interest and property taxes can only be deducted if you itemize on Schedule A, and if you take the standard deduction, you likely won’t see a benefit.

We are looking for a bunch of items, (we have 14 on our helper guide). 

You can send a polite written notice (email is fine) reminding them that the common areas are shared and not for private use or personal items.

Here’s how I’d frame it with lenders and title to keep things smooth:What you’re trying to do (in lender-speak)Trustee of a revocable trust seeks financing on a rental held in the trust.Borrower vesting: the trust (with you signing as trustee).Use of funds: rehab/update; exit as stabilized DSCR.In-place/market DSCR appears ≥ 1.50x (strong).Best-fit loan structures (pick based on scope of work)Light-to-moderate updates (non-structural):Some DSCR lenders allow a small renovation/holdback escrow (often limited by % of as-is value and scope).Pros: simpler, cheaper, keeps you in perm debt.Watchouts: draw caps, no heavy/structural work, narrower lender pool for trusts.Heavier rehab or anything structural:Use an Investor Bridge/Reno loan (fix-and-rent style) to complete the work, then refi into a DSCR take-out at stabilization.Pros: purpose-built for rehab, draws are straightforward.Watchouts: two closings, interest carry during rehab.Key underwriting/closing items lenders & title will ask forTrust docs: Full trust agreement + all amendments, Certificate/Abstract of Trust, and Trustee Acceptance/Resolutions showing authority to encumber real property and borrow.POA package: Durable POA explicitly granting real estate/borrowing/mortgage authority, confirmation it survives incapacity, and any incapacity determination the POA requires (e.g., physician letter).

If you plan to cost seg, the itemized recordkeeping really helps maximize that.

Any particular items you are needing help with?

You must refund the deposit (or balance with an itemized deduction list) within 30 days of the tenant vacating and providing a written forwarding address.

My general rule of thumb (and obviously I'm focused on "what will screw with you getting a mortgage," so if that's not you, feel free to disregard) is that if your taxes are simple enough to use 1040ez, you're salaried W2, and you're taking the standard deduction rather than itemizing, go for it with the software.