Record management may feel like an unimportant task, but it is vital to being a successful real estate investor!
REI Hub allows you to add receipts to each transaction and store any important information under the Notes & Documents tab, which is found under Organization.
Generally speaking, tax documents and receipts need to be readily available for three years. As a rule of thumb, documents can be safely disposed of after seven years. If you have any critical documents like sale journals or deeds, it is best to keep those until you are no longer liable.
Check out this REI Hub Resource Article on Document Spring Cleaning: What Rental Property Documents to Keep, What to Toss, and When.
Adding Receipts to Transactions
While Booking Transactions
When booking a transaction, select the 'Click to Add Pictures or Files' button to add a saved transaction from your computer.
Please note: REI Hub allows for PDF, PNG, and JPG files to be uploaded. Our system currently has no automated way to send a receipt from an email inbox to REI Hub. However, you can screenshot or download the receipt from your email, then upload that file or image from local storage or import it via web address if it is hosted elsewhere.
Editing a Booked Transaction
Navigate to the booked transaction and click 'View.'
From there, click 'Edit' and find the 'Click to Add Pictures or Files' button at the bottom.
From the REI Hub Mobile App
In the REI Hub app, you can add receipts to already booked transactions or new transactions you're adding into the system.
Select if it's an expense or revenue, then either enter a new transaction or navigate to the applicable date to select that transaction.
Click 'Attach Receipt,' then either use the camera to take a photo or choose a photo from your phone.
Once they've been added, a little green "Receipt" will show next to the transaction.
To Export Receipts in Bulk
There are a few things to be aware of when exporting attachments in bulk.
The bulk exporter can only download 500 receipts at one time. If you select a date range containing more than 500 receipts, you must update the range and run the export tool more than once.
Your attachments will be downloaded in a compressed .zip file. Each date you have a receipt for will have its own folder with all receipts from that day inside of it.
The attachment exporter only includes the receipt files. It does not include documents, notes, or transaction information. The 'General Ledger Export' (available from the Reports page, in the Other box) downloads an Excel file of all transactions.
1) Navigate to the Reports page and select Attachments Export
Click on Reports from the left side menu.
Click the 'Attachments Export' in the Other box.
2) Select the date range you would like to export receipts for
3) Click 'Update Filter' and to start the download
Depending on how many attachments were in the date range and how large the individual files are, the download may take up to a minute to complete.
To Export Receipts Individually
1) Navigate to the transaction to export the receipt
You can access transactions from multiple locations in REI Hub, including the revenue or expense pages, the booked transactions page, and the import feed.
2) Click on the paperclip icon to open the attachment
This will open the attachment into a new tab in your web browser.
Please note that the paperclip icon may be displayed in a different location, depending on where you access the transaction from. For example, the booked transactions page will display on the left, close to the transaction type.
3) Save the file from the new tab.
The file will automatically open in a new tab on your browser.
Right or double-click on the attachment image, select 'save image as,' or select File, then Download. The exact process depends on your web browser and computer operating system.
Still have questions? Reach out to our Support Team via email at [email protected] or call us at (888)939-6865.