The Maintenance Ledger is a reconciliation record for every vendor-related work order, giving you a complete accounting of money spent on maintenance — matched against payments, invoices, and who verified them.
Purpose
Unlike other reports, the Maintenance Ledger only includes work orders involving vendors (not internal or no-cost tasks). Its main purpose is financial reconciliation — ensuring every dollar spent on maintenance is properly tracked, matched to a payment, and accounted for.
How to Generate the Report
Step 1: Navigate to Reports
From your dashboard, go to the Reports section and select Maintenance Ledger.
Step 2: Select Your Filters
Choose the date range (e.g., Last Month, Financial YTD, or Custom).
Step 3: Generate and Export
Tap Generate & Share. You can view the ledger on-screen or export it for your records.
Understanding the Report Columns
| Column | What It Shows |
|---|---|
| Work Order ID | The unique reference number for the work order, used to trace the entry back to its full history. |
| Work Order Title | A short description of the job performed. |
| Location | Where in the estate the work was carried out. |
| Asset | The specific asset or equipment the work order was raised against, if applicable. |
| Vendor | The vendor organization that carried out the work. |
| Technician | The individual technician who completed the job on-site. |
| Invoice Amount | The amount stated on the vendor's submitted invoice for this work order. |
| Completion Date* | The date the work order was marked completed. |
| Payment Status | Whether payment for this work order has been made, is pending, or is overdue. |
| Payment Reference | The transaction or reference number tied to the payment, used to match it against bank or PayNow records. |
| Reconciliation Method | How the payment was reconciled (e.g., PayNow, bank transfer, manual entry). |
| Reconciled By | The name of the person (Accountant, Council Member, etc.) who confirmed the reconciliation. |
| Reconciled At | The date and time the reconciliation was confirmed. |
Why This Report Matters
The Maintenance Ledger is your audit trail for every vendor payment. It lets Council Members and Accountants confirm that every invoice was matched to an actual completed job, with no "ghost" maintenance — money paid out without verified work behind it.
