Organize rental maintenance, receipts and work photos

Give the job one home

Create a work order with the property, a clear title, priority, target date and the relevant service contact. Keep access arrangements in a deliberate location and share them only with the people who need them. A title such as “Replace kitchen tap” is easier to find later than “Repair.”

Separate the invoice from the payment

An invoice describes an amount billed; a payment confirmation documents money moving. Attach each to the appropriate record and use the invoice number as a reference. Uploading a receipt should not itself create another expense. In StayVue, attachments provide evidence while recorded payments drive cash totals.

Use photos to explain the work

Keep before and after images with a description of what they show. Include a wider view when it helps identify the location. Avoid photographing tenant possessions or personal documents unnecessarily. Preserve the originals outside any annotated copy when they may be needed for review.

Give staff only what they need

A contractor usually needs a property location, assigned task and agreed instructions, not rent balances or owner mortgage records. Review documents before sharing them: a harmless filename can still contain unrelated personal information. StayVue’s restricted workspaces export selected tasks and explicitly chosen documents, excluding the owner database.

Close the loop

When work is complete, review the outcome, record the actual payment, link the proof and note any follow-up date. Record who completed it so you can find that person again. An organized history helps you spot repeat repairs, compare service providers and explain costs without searching across message threads.

Include the payment and evidence in your accountant handoff