Improved Viewing of Your Maintenance Expenses

The Short Version

• You receive the vendor’s original invoice for any invoice billed to your property.

  The back-up you receive for each invoice will be the original invoice from the vendor who performed the work, rather than a re-invoice prepared by Grace.

• You will see the vendor’s name on your ledger.

  The payee on each repair now shows the vendor name, rather than ‘Grace Property Management’, so you can see exactly who worked on your property.

• Your pricing remains the same

  Each repair is still one charge and includes the vendor’s cost plus our standard 10% maintenance coordination fee, just as it does today.

Why We Made This Change

We have always focused on transparency and this new process improves your ability to see exactly what was done at your property, who performed the work, and what they charged. By moving vendor billing into our property management system, we can now attach each vendor’s own documentation directly to your statement.

This gives you a first-hand record of every repair, including the vendor’s business details, a description of the work, and their pricing. It also makes your records easier to keep for future reference or to share with your tax preparer.

Nothing about how we coordinate, review, or pay for repairs is changing. This is simply a clearer view into the repair work we already manage for you.

How to Read a Repair on Your Statement

Every repair appears as a single charge on your ledger, recorded under ‘Repairs-Other’, the same category you see today.

That charge includes two things: the vendor’s cost, plus our 10% maintenance coordination fee. Here is a simple example.

The difference between your ledger amount and the attached invoice is our maintenance coordination fee.

Frequently Asked Questions

1. Pricing and Fees

• Is my cost for repairs going up?

  No. Pricing is not changing. Each repair is charged to you at the same rate it has always been the vendor’s cost plus our standard 10% maintenance coordination fee.

• Why doesn’t the attached invoice match the charge on my ledger?

  The attached invoice shows the vendor’s actual amount billed. Your ledger charge includes that cost plus our 10% maintenance coordination fee. For example, a $500 vendor invoice appears as a $550 charge on your ledger.

• Was I paying this fee before?

  Yes. The fee itself has not changed. Prior to November 11, 2026, it was built into the invoice Grace Management prepared, so the attachment and the ledger amount matched. Now you see the vendor’s original invoice, so the fee shows up as the difference between the two.

• Why isn’t the coordination fee shown as its own line?

  We kept each repair as one charge, so your owner ledger reads the same way it always has, with one line per repair under ‘Repairs-Other’. That keeps your statement simple while the attached vendor invoice gives you the full detail behind each charge.

• What does the maintenance coordination fee cover?

  As disclosed in your Property Management Agreement, this fee covers the work and internal costs of managing each repair from start to finish: sourcing, vetting, and dispatching qualified vendors, coordinating access with your resident, reviewing the vendor’s invoice before it is paid, following up on quality, and paying the vendor on your behalf. All repairs at your property are completed by third party vendors, and our team oversees every one.

2. Your Ledger and Statement

• Why does my ledger show a vendor’s name as the payee? Did I pay them directly?

  No, you did not pay the vendor directly. Grace still processes and pays every vendor on your behalf from your property’s funds, just as before. The payee now shows the vendor’s name so you can see exactly who performed the work.

• The vendor name on my ledger looks slightly different from the name on the invoice. Why?

  Your ledger shows the vendor’s name as it is set up in our system, which may differ slightly from the name on their letterhead. If you’re ever unsure which vendor a charge belongs to, your Executive Property Manager can confirm it for you.

• Will my repairs show up under a different category?

  No. Repairs continue to appear under ‘Repairs-Other’ on your ledger, the same as they do today.

• What about repairs from before November 11, 2026?

  Vendor statements from before November 11, 2026 keep the Grace prepared invoice, where the attachment and ledger amount match. When reviewing past records, you may see both formats. Both reflect the same pricing.

• Will this change affect my taxes or year-end documents?

  No. This change has no effect on your tax reporting. Grace pays the vendors and handles the vendor side of tax filings, and your statements continue to record repairs the same way they always have.

• How do I find the original vendor invoice?

  Log in to your owner portal, open your statement or ledger, and select the attachment next to the repair. The video above walks through each step.

3. Repairs and Vendors

• Does this change how repairs are approved?

  No. Your Executive Property Manager continues to handle all property maintenance, just as they do today.

• Can I contact the vendor directly about their invoice?

  We ask that you bring any questions about a repair or invoice to your Executive Property Manager first, rather than the vendor. Managing the vendor relationship is part of what we do for you, including any follow up, warranty work, or invoice corrections, and routing questions through us keeps everything documented in one place.

• Who should I contact if something on my statement doesn’t look right?

  Your Executive Property Manager is always your first call. They can explain any charges with you and pull up the work order behind it.