Property Maintenance

iMaintain makes it easy to schedule, track, and complete maintenance tasks for each property you manage. From recurring reminders to documenting completed work, receipts, and photos, your maintenance records stay organized and accessible across desktop and mobile devices.

When you attach photos or receipts, iMaintain uses AI-driven analysis to extract important details—like dates, vendors, costs, and service descriptions. These insights help complete forms faster, improve documentation, and enhance the iMaintain Copilot's guidance over time.

1. Open Your Property

Navigate to the Properties section in the left sidebar.

Select the property you'd like to manage.

After selecting a property, you'll arrive at its Overview page, which gives you a snapshot of property details, value, and activity.

2. View Existing Maintenance Schedules

Open the Schedules tab to see all maintenance items associated with that property.

If none have been created yet, you'll see an empty state.

3. Add a New Maintenance Schedule

Click Add Maintenance to create a new schedule—either recurring or one-time.

This opens the Add Maintenance Schedule modal.

Maintenance Type

iMaintain includes a comprehensive list of default maintenance types for common household tasks such as:

• HVAC filter changes
• Smoke detector tests
• Gutter cleaning
• Water heater flushing
• Roof inspections

These defaults make it fast to get started.

You can also create your own:

• Click the + button to add a custom maintenance type
• Custom types are visible only to your account or your team
• Perfect for unique or property-specific tasks

This ensures every maintenance activity you need can be tracked.

Recurring Schedule

Turn the Recurring toggle on or off:

• Enabled → Schedule repeats automatically
  • Examples: every 3 months, every 6 months, once a year
• Disabled → One-time task
  • Ideal for repairs, inspections, or special projects

Frequency

If Recurring is enabled, choose how often this maintenance repeats.

Examples:

• Every 3 months
• Every 6 months
• Yearly
• Custom intervals

This determines how iMaintain computes future due dates and reminders.

Advanced Options

Click to expand additional configuration controls.

Recurrence Range

• Start Date – The date the cycle should begin
• End Date – (Optional) When the schedule should stop

Assignment

Choose who is responsible:

• Yourself
• A teammate
• A household member

Additional assignment options:

• Add followers
• Require acceptance
• Notify on assignment

Reminder

Toggle the reminder on or off and specify how many days before the due date you'd like to be notified.

Notes

Add helpful instructions, materials, or reference details.

Save Your Schedule

Click Save to create the schedule.

It will immediately appear in your Schedules list and sync to:

• The property's Reminders tab
• The iMaintain Calendar
• The iMaintain Copilot, which uses this data for proactive insights

4. Completing a Maintenance Task

When a scheduled task is due, click Mark as Completed to open the completion wizard.

The wizard walks you through a three-step flow to document what was done, who completed it, and any supporting receipts or images.

Step 1 — Attachments

Upload any supporting files:

• Photos
• Receipts
• Invoices
• Work records

You can upload from your computer or take photos directly on your mobile device.

iMaintain will automatically use AI vision analysis to extract details like:

• Cost
• Service provider
• Dates
• Line items
• Notes or descriptions

This can pre-fill fields and enrich your maintenance history.

If you continue without attachments, you'll see a reminder:

Step 2 — Service Information

Indicate who performed the maintenance:

• DIY (You completed the task)
• A service provider

Then choose attribution:

• Assignee
• Yourself
• Teammate
• Other

Step 3 — Completion Details

Enter or confirm:

• Date of maintenance
• Total cost
• Notes

Any AI-extracted details from your attachments will appear here.

Click Finish to complete the task.

5. Updated Maintenance Schedule View

Once completed, the maintenance schedule will update automatically.

You'll now see:

• New Next Due date
• The Last Completed date
• Updated Status (e.g., Up to Date)
• Future reminders recalculated

6. Maintenance Reminders

The Reminders tab shows all upcoming maintenance reminders for the property.

Reminders are generated based on:

• Your frequency settings
• Due dates
• Days-ahead reminder settings

The iMaintain Copilot monitors:

• Overdue tasks
• Upcoming schedules
• Completed tasks
• Notes, costs, and extracted details

This allows the Copilot to provide proactive guidance and context-aware suggestions.

7. Maintenance History

The History tab tracks every completed maintenance action.

You'll see:

• Past completion dates
• Costs
• Service information
• Notes
• Attachments (photos, receipts, invoices)

And iMaintain stores all AI-extracted insights alongside the entries.

This gives you a clean timeline of your property's care.

8. Everything Syncs to the Calendar and Copilot

Your maintenance schedules and completed tasks automatically appear in the iMaintain Calendar, giving you a full-property overview across all assets—properties, vehicles, pets, and belongings.

The Copilot is aware of:

• All schedules
• Reminders
• Overdue tasks
• Attachments and receipts
• Completion history

This enables personalized help, seasonal recommendations, and context-aware troubleshooting.

A Complete, AI-Powered Maintenance System

iMaintain centralizes all your property upkeep with:

• Smart scheduling
• Clean history logs
• AI-enhanced receipt and photo analysis
• Shared team assignments
• Calendar integration
• Copilot-powered insights

This ensures nothing is overlooked—and your property stays protected, organized, and easier to manage.

Related

• How to Add a Property - Set up your property
• Property Files - Organize maintenance documents
• Calendar & maintenance - View maintenance in your calendar
• Copilot Dashboard - Get AI-powered maintenance recommendations