1. Choose your purpose
Choose Entitle for approvals, Improve for work, Operate for ongoing ownership or Sell for sale readiness. Ownership review is a use case, not an additional portfolio type.
Ownership / Portfolio Review
Already own income property? Turn scattered records into a property action plan.
Upload leases, rent rolls, invoices, receipts, inspection reports, insurance letters, maintenance history, photos, contractor quotes, permits, warranties, and platform exports.
Keep the evidence in active property records, then choose a portfolio objective and purchase a Snapshot to establish a reporting baseline. Compare maintenance, findings, completed work and open decisions with that starting position as your records change.
Leases
Rent Rolls
Invoices
Insurance Letters
Photos
Buildium Exports
Maintenance history gapLast HRV, HVAC, roof, drain, vent, or equipment service date should be confirmed.
Insurance follow up neededFlagged issue, remediation evidence, contractor quote, or completion proof should be stored.
Capex priority suggestedRepair or upgrade should be ranked by risk, tenant impact, income impact, and owner goal.
Portfolio review questionOwner should consider hold, improve, refinance, sell, or buy-next implications.
A periodic review with a lasting reference point.
Use this page when you want to take stock across one property or a portfolio. For day-to-day maintenance and record keeping, explore managing a property.
2. Preserve the starting position
Select a baseline date and the properties to include. Each Snapshot keeps that objective, baseline and property scope even when portfolio membership changes.
3. Compare what changed
Continue adding evidence and recording decisions or completed work. Routine processing and AI summaries update on the daily schedule while properties remain active.
Example: one issue, a clearer current position
At baseline: an insurance letter requests remediation evidence and the property record has no completion proof.
At the next review: a contractor invoice and dated photos have been added. The work is documented, but insurer confirmation remains open.
This fictional example separates documented progress from an unresolved decision. Newly discovered historical evidence is distinguished from work completed since the baseline.
The 3-year, 5-year, or “what do I actually own?” review
Existing owners accumulate documents, photos, tenant requests, invoices, quotes, insurance issues, and maintenance decisions. The value is real, but the evidence is usually scattered.
Records are everywhere
Important property information sits in email, phones, PDFs, accounting exports, property management systems, filing cabinets, and memory.
Decisions get delayed
Owners defer repairs, refinance questions, rentability improvements, insurance follow up, vendor quotes, and resale preparation because the full picture is unclear.
The asset story weakens
Missing photos, invoices, warranties, permits, service dates, and project notes make financing, insurance, tax reporting, management, and future sale harder.
Ownership review flow
UploadLeases, reports, photos, invoices, insurance letters, quotes, permits, Buildium exports
→
Choose Objective and BaselineEntitle, Improve, Operate or Sell; select the baseline date and properties for your Snapshot
Create and Review SnapshotConfirm the one-time purchase; preserve the starting position, priorities and open questions
→
Act and TrackCreate projects, reminders, quote packages, vendor records, and portfolio reporting notes
Purpose-built trigger
Take stock before the next ownership decision.
The Ownership / Portfolio Review is for owners who need a second look at the property as an asset: what is under-documented, what is wearing out, what may hurt insurance or resale, what could improve income, and what should be done next.
- Review one property or a small portfolio
- Use files, photos, spreadsheets, and exported platform data as evidence
- Prioritize findings by owner goal, not generic task lists
- Turn accepted recommendations into projects, reminders, records, and vendor workflows
What you can upload
Upload exports from Buildium or other property management systems alongside reports, invoices and owner records. Exported files are evidence inputs; a direct connection to those systems is not required for this review.
Operating records
Leases, rent rolls, tenant requests, owner notes, platform exports, spreadsheets, and management reports.
Money records
Invoices, receipts, contractor quotes, capex notes, maintenance spend, rebate documents, tax and reporting support files.
Risk records
Insurance letters, inspection reports, permits, warranties, compliance notes, old defects, photos, and remediation proof.
Asset records
Equipment photos, model labels, roofs, windows, doors, HRV, HVAC, plumbing, electrical, yards, suites, shops, and systems.
Questions the review helps answer
The goal is not to create more reports for the sake of reporting. The goal is to help the owner make better next decisions.
Am I actually making progress?
See whether repairs, maintenance, rentability improvements, and records are moving the asset forward or just creating work.
What should I fix first?
Rank work by urgency, risk, tenant impact, income impact, resale readiness, and financing or insurance implications.
What did I forget to document?
Find missing service dates, warranties, before and after photos, invoices, permits, contractor notes, and proof of completion.
What could improve income?
Surface rentability, lease, tenant comfort, operating cost, vacancy, and practical upgrade questions.
What could hurt me later?
Track insurance flags, aging systems, recurring defects, deferred maintenance, poor records, and resale confidence problems.
Should I hold, improve, refinance, sell, or buy next?
Organize the property evidence needed to support the next owner-level decision.
Designed for small owners before the portfolio becomes a mess
FolioProjects is built for mom and pop income property owners, small commercial owners, and growing landlords who want better visibility without becoming enterprise property software users.
One rental property
Build a living record from the documents and photos you already have.
Small portfolio
Compare risks, repairs, vendors, missing records, and next actions across assets.
Managed property data
Use Buildium exports, spreadsheets, owner reports, and other platform files as evidence inputs.
What the Snapshot can produce
Maintenance and capex prioritiesSuggested work ranked by risk, urgency, tenant impact, income impact, and owner goals.
Insurance and risk follow upFlags, remediation evidence, contractor quotes, photo proof, and future reminders.
Vendor and project needsSuggested quote packages, vendor categories, project records, and work history.
Portfolio reporting notesCleaner records for financing, taxes, insurance, management, partners, and future buyers.
Property intelligence inputs
Leases
Rent rolls
Buildium exports
Owner reports
Invoices
Receipts
Vendor quotes
Insurance letters
Inspection reports
Property photos
Maintenance history
Permits and warranties
Rebate documents
Owner goals
Review it yourself or bring in human help.
All prices are in USD, plus applicable taxes. Create your account first; property subscriptions and Snapshot purchases are separate paid steps.
Software and Snapshot
Residential property records cost US$12/month for up to two units, plus US$3/month per additional unit. Commercial records start at US$29/month; land-only records cost US$12/month.
Snapshot creation is US$149 once for the selected portfolio scope, whether it includes one property or several. Each independently maintained property record has its own subscription.
Routine uploads, processing, summary updates, standard exports and public or private publishing are included while the properties remain active. Only explicitly creating and confirming another Snapshot triggers another creation charge.
Assisted Review: US$1,500
Optional Beyond Programs Ltd support for one property and one objective, with up to five total staff hours across preparation, meetings and written follow-up.
- One meeting of up to 60 minutes within those five hours
- Written action plan, priorities and professional handoff
- One US$149 Snapshot creation
- 30 days of one property record if not already active
Document chasing, site visits, specialist fees and ongoing coordination are excluded. Larger portfolio engagements require a separate proposal. Continuing subscriptions after the included month require your approval.
Get the review before the next expensive decision
Use the Ownership / Portfolio Review when you are deciding whether to improve, refinance, sell, buy another property, respond to insurance, clean up records, or finally understand what your income property needs next.
Start My Portfolio Review Explore Buying a Property
FolioProjects provides informational support and workflow organization. Owners should confirm decisions with qualified inspectors, contractors, accountants, insurers, lenders, realtors, planners, engineers, or legal advisors where appropriate.