Tracking Costs & Uploading Invoices

Tracking maintenance logic isn't just about fixing the sink; it's about making sure your financial books stay clean without extra effort. Landager achieves this by merging the maintenance completion process directly into your ledger.

Setting the Budget (Estimated Cost)

During request creation, you can enter your best guess for what the repair will cost before the vendor starts work. This is useful for:

• Cash flow planning: If you know three repairs are pending with combined estimates of $2,000, you can ensure adequate reserves.
• Budget approval: If you manage properties for an investor, they may require cost approval above a certain threshold.
• Vendor negotiation: Having a written estimate in the system gives you leverage if the final invoice comes in significantly higher.

Marking Complete & Providing Actual Cost

When the vendor finishes the work and submits an invoice, you click "Mark Complete" on the dashboard. This opens the completion modal, where you lock in the financials:

1. Actual Cost: The exact monetary amount owed or paid to the vendor.
2. Charge to Tenant: Check this box if the tenant caused the damage and should be held financially responsible.

Segregated Document Uploads

The completion form forces a clean separation between operational evidence and financial tax documentation.

• Task Photos / Videos: Upload pictures or video files (up to 30MB) showing the completed repair work (e.g., a short clip of the newly installed HVAC unit running).
• Invoices / Receipts: Upload PDFs or images (up to 10MB) of the official bill provided by the contractor, or a photo of the receipt from the hardware store.

The Automatic Expense Ledger

You do NOT need to manually record an expense. Because you already did the work during the completion step, Landager will automatically generate a dedicated Expense record linked to this property.

The system tracks the operational story (what broke, who fixed it, how long it took) on the Maintenance ticket, while tracking the financial story (how much it cost, which vendor was paid, and the attached invoice) synchronously on your Expense reports.