iMaintain
Sign In

Property maintenance

Setup, complete, and view maintenance history for your properties

Overview

iMaintain makes it easy to schedule, track, and complete maintenance tasks for each property you manage. Schedules and reminders keep work from slipping, and history gives you a record you can rely on later (including costs, notes, and attachments).

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.

Properties list showing available properties to select
Select a property from the properties list

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

Property overview page showing property details, value, and activity summary
Property overview page with details and activity summary

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.

Empty maintenance schedules view showing no items have been created yet
Empty maintenance schedules view

3. Add a New Maintenance Schedule

Click Add Maintenance to create a maintenance task for the property. The flow is a simple 4-step wizard:

  1. Task
  2. Schedule
  3. Reminders
  4. Review

Nothing is saved until you confirm in the final step.

Step 1 — Task

Choose what you want to do (for example: “Test Smoke Detectors”) and add optional notes or instructions. If you don’t see the right task, use the + button to create a new one.

Create maintenance task wizard Step 1 Task showing a task selector, plus button to add a task, and optional notes field
Step 1: Choose the task and add optional notes

Step 2 — Schedule

Choose whether the task is Recurring or One-time.

  • Recurring repeats automatically (monthly, quarterly, yearly, etc.)
  • One-time happens once on a specific date

Set the start date (required) and an optional end date to limit the recurrence range.

Create maintenance task wizard Step 2 Schedule showing recurring vs one-time options, repeat interval, and start/end date range
Step 2: Configure a recurring or one-time schedule

Step 3 — Reminders (and assignment)

Optionally configure:

  • Reminder (including how many days ahead)
  • Completion email
  • Assignment (assignee and followers, when available)
Create maintenance task wizard Step 3 Reminders showing reminder toggles, days ahead, completion email, and assignment options
Step 3: Set reminders and (optionally) assignment

Step 4 — Review & save

Review what you’re about to create (task, schedule, reminders, notes), then click Save.

Create maintenance task wizard Step 4 Review showing a summary of the property, task, schedule, reminders, assignee, and notes with a Save button
Step 4: Review and save the maintenance task

After saving, the schedule appears in the property’s Schedules list and syncs to Reminders, Calendar, and Copilot context.

Maintenance schedules view showing created schedule items in the list
After saving: your schedule appears in the Schedules list

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.

Step 1 of maintenance completion wizard showing file upload interface for attachments
Step 1: Upload photos, receipts, or invoices

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

Reminder message when continuing without attachments
Reminder when no attachments are added

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 2 of maintenance completion wizard showing service information and attribution options
Step 2: Specify who performed the maintenance

Step 3 — Completion Details

Enter or confirm:

  • Date of maintenance
  • Total cost
  • Notes

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

Step 3 of maintenance completion wizard showing completion details including date, cost, and notes
Step 3: Enter completion details and review AI-extracted information

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
Updated maintenance schedule view showing next due date and last completed date after task completion
Maintenance schedule updated after completion

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.

Maintenance reminders tab showing upcoming and overdue maintenance tasks
Maintenance reminders view

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.

Maintenance history tab showing completed maintenance tasks with dates, costs, and details
Maintenance history view
Detailed view of a completed maintenance task showing all information, attachments, and AI-extracted insights
Completed maintenance detail view

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.