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Portfolio Journey

The path

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Portfolio Journey is how we judge a deal, keep the file, walk the house, agree on work, and run the job.

The path: Calculator (underwrite) → walkthrough → proposal → handshake → rehab job (Money / People / Extra work / Punch list) → Approvals. The owner file cabinet is Documents plus the access vault.

Owner tool. Not a tenant portal, not rent collection, not a full books app.

Signed out: Sign in. Create account stays secondary.

Portfolio (/): homes you own or are rehabbing. Empty: None yet. Navy Go to Pipeline. A list: Open. Load fail: rose Could not load properties, not None yet., and no Go to Pipeline.

Pipeline: deals you are still looking at. Empty: None yet. Navy Add property. A list: Open. Load fail: rose Could not load properties, not None yet., and no Add property.

1. Calculator

Calculator tabs: Buy & Hold, Fix & Flip, BRRRR, Compare. Compare hint: Same property. Three strategies. Flip Advanced does not show annualized ROI.

Leftover-cash BRRRR is a good direction when Cash left in deal is less than Buy & Hold Total out of pocket, and Monthly cash flow (after refi) is not negative.

Cap rate (all-in) is the real cap — NOI on purchase + rehab + buyer closing + cash points. After a BRRRR refinance the same label is purchase + rehab only. Cap rate (going-in) uses the same after-reserve NOI on purchase price only — usually lower than a listing cap.

Scenario toolbar: Save when numbers changed, Save property if none is selected, Save a copy on a locked deal. Signed out: Sign in to save deals. That save is the deal budget Money uses later. Save / Delete fail: rose, not a quiet Saved.

2. Property file

The property is an owner repository — papers and keys for us.

Hub tabs: Overview, Documents, Acquisition rehab, Deal, Settings.

A leftover Property Management tab still sits in the bar. It is not the product — not tenant comms, not rent collection, not books. One navy job: idle New work order; nothing shared on an open work order: navy Share a code (New work order goes ghost); create, Record a cost, Add vendor, or usual form: navy Save (header and Share a code go ghost), ghost Cancel. Who to call: Usual for a trade — ghost Set opens the paper form, navy Save, ghost Cancel. Ghost Add vendor / Record a cost until that form is the job. On a work order, Shared access: empty None yet. Navy Share a code when nothing is shared (ghost after). Hint: Share a code. Do not paste it into notes. Reveal code / Hide / Stop sharing stay secondary. Load fail: rose Could not load shared access, not None yet. A blocked usual save is rose This record changed. Refresh and try again., not Usual vendor saved.

Overview: rehab is the next step. Submitted quote: Review the proposal, then handshake. Navy Review proposal. After handshake: Handshake done — see the job. Navy Open job. Ghost Money opens Acquisition rehab → Money. Gallery Add from walkthrough / Set cover stay secondary. Empty notes: None yet. + Add notes — Save only when dirty. Status: Edit in Deal. Site access (not Access vault): empty None yet. after a successful load. A calendar-expired temporary code still lists as Expired until Mark removed, not None yet. Ghost Reveal code / Hide (rehab / Open job stay navy). Load fail: rose Could not load site access., not None yet. Reveal fail: rose Could not show this code.

Deal: dirty Save; unlinked save waiting: Link; otherwise Open calculator. Liens and Delete stay on Settings. Deal / Settings Save fail: rose, not a quiet Property saved.

  • Documents — HOA / condo, survey, title insurance, inspection report, lease (a file, not a tenant login), contract, insurance, repair quote, receipt, permit. Navy Upload. Empty: No documents yet. Load fail: rose Could not load documents, not No documents yet. Replace keeps the old file under Versions. Versions load fail: rose Could not load versions, not No previous versions yet. Upload / Replace / Delete fail: rose Could not save document., not a quiet Document uploaded. A file whose link will not open is rose Could not open this file., not a missing Open.
  • Settings → Access vault — lockboxes, gate/door codes, showing access. Navy Add code. Empty: No codes yet. Load fail: rose Could not load access vault, not No codes yet., and no Add code. Codes stay hidden until Reveal code. After Removed, history can Delete. Reveal fail: rose Could not show this code. Ordinary codes are for the job. Master stays restricted (portfolio and management).
  • Settings → Photos — gallery and cover. Add from walkthrough. Set cover.
  • Settings → Building — Several units. Empty: No units yet. Navy Add unit. Load fail: rose Could not load units, not No units yet., and no Add unit.
  • Settings → Liens — unpaid bills that can attach (utilities, grass, tenant balances), not contractor liens.
  • Settings → Delete — rose Delete property. Not a Danger zone.

Account (header Account, not property Settings): Save. Calculator defaults stay collapsed (Edit defaults). Password stays collapsed (Change password). Save / password / defaults fail: rose, not a quiet Saved. / Defaults saved.

Three People places — they are not the same:

  1. Organization People (/settings/organization) — the org directory. Navy Invite. Invite / Role fail: rose, not a quiet Invite sent / Role updated. After Invite, copy their invite link and send it. An invite email may not arrive.
  2. Property Settings → People — who can open this property. Navy Add person. Can prepare proposals is for quoting.
  3. Job People — the crew on this job. Navy Add person. one crew chief

3. Walkthrough

On site: Add photo, Add note, Add room. Come back by room. Several units: load fail is rose Could not load units.

Card Add to proposal is ghost. Select 2+: one navy Add to proposal (Add photo goes ghost). After add: navy Open proposal. Picker / review: navy Add to proposal, ghost Cancel. Empty: Nothing left to add. Load fail: rose Could not load proposals (no raw dump), not empty. Submitted: quiet hint + ghost Open proposal. Add to proposal fail: rose, not a quiet Added to your draft proposal.

Then Add from walkthrough on the proposal.

4. Proposal

On Acquisition rehab: Start proposal, Add from walkthrough (or Add a line), set Who does this and Pricing.

Pricing is Fixed package (all-in) or Owner buys materials.

Check 2+ lines: navy Combine, ghost Clear; header Send for review goes ghost. Combined quote + more lines: navy Add to combined. Child Remove. Paper Combined quote chip. Hint: Check 2+ items to combine, or pick a combined quote and more items to add. / 1 selected — check one more. A vanished line is rose This proposal changed. Refresh and try again., not Added to the combined quote.

Chief: Send for review. After send: Submitted — waiting for owner. Crew field list View proposal (not Review proposal). Quiet Waiting for owner approval. To edit: Pull back to edit (confirm on the proposal). Owner / anyone who can handshake: Submitted — ready to accept. Navy Review proposal (Approvals and field Projects). Accept — freeze Plan and create job. That is the handshake — quote becomes the job. Who buys materials is on the proposal before you accept. Add line / Send / Accept / Withdraw / comment fail: rose, not a quiet Line added. / Comment added.

Revision history after a resubmit: What changed each time this quote was sent. Diffs: who does this / pricing / materials. Load fail: rose Could not load revision history.

5. Job

After handshake, the project is the job.

  • Tasks — the work, by room. Sheet footer: navy Add photo until a completion photo exists, then navy Mark done. After Mark done: owner / chief / PM row Review (heading awaiting review). Crew heading awaiting approval — no Review. Ghost Ask owner / Add material / Add comment / Edit task. Empty purchase: Nothing asked yet. Load fail: rose Could not load purchase requests (no raw dump). Owner-furnished: ghost Add material, empty Nothing listed yet. vs rose Could not load materials. Photos / comments: rose Could not load task photos / Could not load comments (no raw dump). Add task / Save / Delete / Mark done fail: rose, not a quiet Task updated.
  • To buy — owner shopping list. Navy Mark purchased. Print list / Open task stay secondary. Empty: Nothing to buy yet. / All bought. Load fail: rose Could not load shopping list. Print list: navy Print, Back to job secondary. Hint: Same items are combined. Check off what you pick up.
  • People — Add person. One crew chief
  • Extra work — crew found something (Request extra work; phone: Add work)
  • New work — owner adds work (phone: Changes)
  • Closeout — Punch list. Empty: Nothing to punch yet. Navy Add item (Sign off ghost). After items, navy Sign off; row Mark done ghost. Load fail: rose Could not load the punch list (no raw dump), never the empty line. Add item / Sign off fail: rose.

Approvals is the queue: Proposal / Extra work / Payment / New work / Crew check / Finished work.

Money does not live on every task.

6. Money

On property Acquisition rehab, Money is one simple ledger.

  • Deal / Plan / Spent
  • Spent — payments and cash

Crew Request payment from Closeout. Owner Mark paid on Money (or Add cash if nothing is waiting). You do not log pay on each task. This is not a P&L.

7. Field

Crew on a phone: Projects → the job. One navy Open when jobs exist; Property walkthrough ghost. Empty No jobs yet. / No tasks yet. Load fail: rose Could not load jobs (no raw dump), never the empty line. Task sheet footer: navy Add photo then Mark done. After Mark done: no row Review (heading awaiting approval). Ghost Ask owner / Add material. Punch list on Closeout: navy Add item (not Sign off). Site access: empty None yet. after a successful load. A calendar-expired temporary code still lists as Expired until Mark removed, not None yet. Ghost Reveal code / Hide. Load fail: rose Could not load site access. Reveal fail: rose Could not show this code. No deal math, no Money, no P&L.

More detail: Rehab workflow · Terminology · Organization