Detailed invoices, before/after photos, and organized records that make your job easier. Perfect for owner reports, insurance claims, and expense tracking.
Every repair is documented with photos showing the problem before and the solution after. This visual record serves multiple purposes:
Show property owners exactly what was repaired and why. Photos eliminate questions and build trust in your maintenance decisions.
When damage occurs, having timestamped photos of the property's condition before and after repairs is invaluable for insurance documentation.
Documented repairs protect you in security deposit disputes. Photos prove what damage existed before move-in and what was caused during tenancy.
Even if you can't visit every property, photos let you verify the quality of work completed. See exactly what was done without leaving your office.
Our invoices are designed for property managers who need to track expenses by property, charge back to owners, or document deductions from security deposits.
For clients with ongoing service agreements, we can provide monthly summary reports showing all work completed across your portfolio. This makes it easy to:
All documentation is delivered electronically - no chasing down paper receipts or missing photos. You get:
Different property management situations require different documentation approaches. Here's how Champaign-Urbana property managers leverage our comprehensive records for various needs.
Illinois law requires landlords to provide itemized statements for any deductions from security deposits. Our before/after photos and detailed invoices provide exactly the documentation you need. When a tenant disputes a damage charge, you can show the photo of the original condition, the damage photo, and the repair invoice. This level of documentation often resolves disputes before they escalate and provides solid evidence if legal action becomes necessary.
For property managers handling properties on behalf of owners, clear communication about repairs builds trust and justifies management fees. Our documentation packages make it easy to show owners exactly what was done and why. Monthly summary reports demonstrate your proactive maintenance approach and help owners understand the ongoing costs of property ownership. Many managers forward our documentation directly to owners as part of their regular reporting.
When damage occurs – whether from weather, accidents, or other covered events – insurance claims require documentation. Having before photos that show the property's condition prior to damage, combined with after photos showing completed repairs, streamlines the claims process. Our timestamped photos and detailed work descriptions provide exactly what insurance adjusters need to process claims efficiently.
Over time, our repair records can reveal patterns that inform larger investment decisions. If the same type of repair keeps occurring – whether it's plumbing issues in an older building or window problems from deferred maintenance – our documentation helps you build a case for capital improvements. These records can support budget requests to owners or help you prioritize which properties need more substantial upgrades.
Rental properties in Champaign-Urbana must meet various safety and habitability standards. Our documentation of safety-related repairs – smoke detector installation, handrail repairs, lock changes – provides records demonstrating your commitment to tenant safety. If questions ever arise about property conditions, having detailed records of all maintenance work protects you and demonstrates responsible property management.
Knowing that your records are available when you need them provides peace of mind. Here's how we handle document storage and retrieval for our commercial clients.
We maintain detailed records of all work completed for at least three years, including photos, invoices, and work descriptions. For ongoing commercial relationships, we keep comprehensive records for the duration of our relationship plus three additional years. This ensures documentation is available for security deposit disputes, insurance claims, or any other situation where historical records prove valuable.
Need a copy of last year's invoice for a specific property? Looking for photos from a repair done six months ago? Simply reach out and we'll retrieve the records you need. Most requests can be fulfilled within 24 hours. For urgent situations – an insurance claim deadline or court date – we prioritize faster retrieval.
Beyond our standard documentation, we can create custom reports tailored to your needs. Some property managers want quarterly summaries organized by property. Others prefer annual maintenance cost analyses. Investment property owners sometimes request reports comparing maintenance costs across similar properties. If you have specific reporting needs, let's discuss how we can format our documentation to serve you better.
Get detailed records for every repair. Let's discuss your needs.