Fix & flip cost tracking

Who this is for

Owners and property managers running fix-and-flip, wholesale, or prep-for-sale projects who need one place to budget rehab dollars, prove spend with receipts, and compare past rehab cycles on the same address.

Before you start

• Rehab Hub appears when the property strategy is Fix & flip, Wholesale, or Prep for sale, or when strategy stays Rental (or another rental family strategy) and Status is set to Rehab — for example after tenant damage while you plan to re-rent.
• Start an active rehab project (expense pool) before logging new expenses or receipts.
• Optional: build a scope with phases and tasks (for example Master bath → GFCI) so field workers can check items off on mobile.

Budget and Rehab Hub (web)

1. Open the property → Rehab Hub tab (/properties/:id?tab=rehab-hub).
2. Use Start new rehab if no active pool exists (only one active pool per property).
3. Watch the budget meter (spent vs budget) and scope meter (tasks complete).
4. Add expenses manually or use Scan receipt on web to upload and confirm OCR suggestions.
5. Use Compare past rehabs to side-by-side closed cycles on the same property.
6. Edit deal fields (ARV, list price, holding assumptions) in the deal sidebar.

Receipt capture (mobile)

Staff / owner path

1. Mobile app → Glance shortcut Log rehab receipt or More → Rehab receipt capture.
2. Pick a property (properties with an active rehab appear first).
3. Take a photo → enter vendor, amount, and description → Post.
4. The receipt lands in the active rehab pool automatically — no project picker.

Field worker path

1. Open an assigned job on a property that has an active rehab.
2. Tap Log materials receipt → camera → confirm amount.
3. Use the Rehab scope checklist to complete tasks (read notes and linked inventory parts).

Compare past rehabs

On Rehab Hub, open Compare and select two or three closed rehab projects on the same property. The table shows total spend, days in project, category mix, budget variance, and optional cost per square foot.

Bookkeeper export

1. Open the property → Rehab Hub.
2. For a closed or active project, use the export action (or GET /properties/:id/rehab/projects/:projectId/export.csv from the API).
3. The CSV lists line items with category, amount, incurred date, and source type, plus summary rows for spent, holding carry, all-in cost, and projected profit.

Bookkeepers have read-only access to Rehab Hub and exports; owners and PMs post and edit expenses.

Schedule E / flip P&L mapping (export reference)

When exporting a closed rehab cycle for your CPA or tax software:

Flip profit math in Rehab Hub (ARV − all-in cost) is pre-tax operational visibility — not a filed return.

AI scope assist (FF-AI.1–2)

While adding scope tasks, type a partial title and press Tab to accept a ghost suggestion from past rehabs on the same property. Suggestions are rule-based from your org history — nothing posts until you save the task.

What happens next

• Confirmed receipts create CapEx line items with sourceType=RECEIPT and appear in the activity feed.
• Holding costs accrue from monthly loan, tax, insurance, and HOA fields (shown separately from hard rehab spend in summary).
• Closing a rehab locks the pool; Start new rehab begins a new cycle while past pools stay for compare and export.

Related topics

• Property strategies (rental vs flip)
• Inventory and materials
• Worker mobile overview
• Financial reports and exports

Troubleshooting

Rehab Hub tab is missing

Symptom: Property is in rehab but no Rehab Hub tab.
Fix: Set strategy to Fix & flip / Wholesale / Prep for sale, or keep a rental strategy and set Status → Rehab in the property hero.

Mobile says “no active rehab pool”

Symptom: Receipt capture blocked on mobile.
Fix: On web Rehab Hub, run Start new rehab or close a duplicate active project first.

Flip strategy blocked while occupied

Symptom: Cannot switch to Fix & flip.
Fix: End or complete the active lease first (strategy guardrail requires vacancy for flip/wholesale).

Role notes