Last week he sent me an invoice for 3 hours to go pick up some materials that the contractor on the job should have handled.  

If there is a surplus, we provide the tenant with the option of leaving it in the fund (i.e. if winter is approaching and the bills are expected to grow); applying it towards the next month's rent or, if at the end of the lease, refunding it.If there is a deficit, we invoice the tenants and the amount is due at the start of the following month.

For example, if you pay your invoices 14 days late, it will be reported as such.

If they are going to honor your request they can notify you by sending an invoice, or notice of intent to invoice.

You would then deposit this advance into escrow and the contractor would have to provide some sort of proof on where these funds would go/went (they could purchase materials equal to said amount and present the invoice as proof).

This includes files such as tenant leases, repair estimates & invoices as well as events such as tenants moving in or out of your property, tenant rent payments & notifications if your account becomes delinquent.

I keep each of these sheets to total incomes at the end of the year.I keep a folder for each property and put corresponding receipts and all invoices for each property in its folder and don't have to sort them all out at years end.I know this seems like the caveman way to some but it works for me and I have 34 units.

The first property just got rented out and the first invoice from the PM was a def surprise.

Say you remodeled a rental condo and have all the invoices for the rehab.

For example, if I submit $1,000 worth of invoices/receipts, then they reimburse me $850 and the other $150 comes out of my pocket.