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Services

This article provides an overview of the services module, including where to find it, how to add services, viewing options, and payment tracking.

1. Overview

The Services module helps you manage all recurring and one-time property services, such as landscaping, pest control, cleaning, and repairs. You can log service providers, costs, schedules, and documents, giving you full visibility into ongoing property maintenance and vendor activity.

2. Accessing the Module

To access the Services module:

  • Go to Properties > Services in the left sidebar.
  • Or, open a specific property and navigate to the Services tab.

3. Main Dashboard

Viewing Your Services

The Services dashboard displays all service records across your properties, including:

  • Property: The property receiving the service
  • Service Name: Description of the service (e.g., Landscaping)
  • Provider: Vendor or company name
  • Start Date: Date the service begins
  • End Date: End date or cancellation date (optional)
  • Frequency: Recurrence of the service (One-time, Monthly, etc.)
  • Cost: Cost per occurrence or billing period
  • Status: Active, Expired, or Scheduled

Actions

Each service entry supports:

  • View Details – Open the full service record
  • Edit – Modify service type, frequency, provider, or dates
  • Delete – Remove the service record (with confirmation)
  • Upload Documents – Add contracts, invoices, or receipts

Filtering and Search

Use filters at the top of the dashboard to refine your list by:

  • Property: Filter services by property
  • Category: Search by service type or task
  • Frequency: Filter by occurrence pattern (e.g., Monthly)
  • Amount: Filter by minimum and/or maximum amount, 

Tips:

  • Combine filters for targeted views
  • Clear filters using the reset option
  • Use full or partial service names to search

4. Adding Services

Manual Entry

To add a service manually:

  1. Click Add Service.
  2. Complete the form with the following:
    • Property – Select from your portfolio
    • Service Name – e.g., Landscaping, Pool Cleaning, HVAC
    • Provider Name – Optional vendor or contractor
    • Start Date and End Date (optional)
    • Frequency – One-time, Weekly, Monthly, Quarterly, etc.
    • Cost – Cost per billing cycle or occurrence
  3. (Optional) Add notes or attach related documents.
  4. Click Add to save.

Required Fields

  • Property
  • Service name
  • Start date
  • Frequency
  • Cost (must be greater than $0)

Frequency Options

  • One-time
  • Weekly
  • Bi-weekly
  • Monthly
  • Quarterly
  • Annually

AI Upload

  1. Select AI Upload at the top right of the Services page or navigate to the Scans page from the left sidebar.
  2. Click on Upload files to upload files from your computer or drag and drop from an open file window. 
  3. Once files are uploaded, select Submit to process files
  4. The submit button say Processing.. followed by a Processing Document window with progress bar. This may take a few minutes depending on size and number of documents. 
  5. Once the scan is complete you can expand the results to make sure it was matched to the correct property and details are correct. Make adjustments as needed.
  6. Choose Approve or Reject. 
  7. Recategorize if the document should go under another object category such as insurance or equipment. 

 

5. Service Detail View

Click on any service row to open the full detail view.

Key Information

  • Linked property and provider

  • Service name and description

  • Cost per billing cycle

  • Frequency and service period (start and end dates)

Inline Editing

  • Click on editable fields to make changes directly

  • Changes are saved automatically with validation

Document Panel

  • Upload and view service contracts, invoices, or receipts

  • Supported formats: PDF, DOC, JPG, PNG

  • Track upload date and document version

Payment Schedule:

  • Navigate to the transactions page to match a transaction to this expense to mark as paid. 

  • Or click the 3 vertical dots on the right to mark as paid or remove from financials

  • Click here to learn about transaction details

6. Service Schedule and Status

Services automatically update their status based on start and end dates:

  • Scheduled: Start date is in the future
  • Active: Service is currently ongoing
  • Expired: End date has passed or the service was stopped