Owner Documents
Owner documents let you share files -- invoices, monthly statements, reports, contracts, photos, and more -- directly with the owners of an entity. Files are uploaded once on the admin side and become available to that entity's members in the owner portal, with per-member control over who can see financial documents.
What Can Be Shared
| Category | Typical use |
|---|---|
| Invoice | Monthly management invoices, one-off charges |
| Statement | Owner statements, payout summaries |
| Report | Performance reports, year-end summaries |
| Contract | Management agreements, addendums |
| Receipt | Proof of payment for repairs, services |
| Photo | Damage photos, before/after maintenance shots |
| Other | Anything that doesn't fit the categories above |
Documents in the Invoice, Statement, and Report categories are treated as financial documents and are gated by the owner's portal permissions (see Financial gating below).
File limits
- Maximum file size: 25 MB
- Allowed file types: PDF, JPEG, PNG, WebP, HEIC, Word, Excel
Uploading a Document
- Navigate to Owners and open an owner entity.
- Scroll to the Documents card on the entity detail page.
- Click Upload Document.
- Choose a file, then fill in the metadata:
| Field | Notes |
|---|---|
| Title | Auto-fills from the filename. Edit it to be something meaningful for the owner. |
| Category | Required. Determines the badge color and whether the file is financially gated. |
| Property | Optional. Link the file to a specific property in the entity. |
| Description | Optional. Adds context the owner sees on the document detail. |
- Click Upload. The file is stored privately and immediately listed for members of that entity.
The card supports filtering by category and by linked property so you can quickly find a file you uploaded earlier.
What Owners See
Owners reach their documents from the Documents item under Operations in the owner portal sidebar. The page shows:
- A search box that matches against title and original filename.
- Category and property filters.
- Sortable columns: Title, Category, Size, Date.
- A Preview button that opens images and PDFs inline (no download required).
- A Save or Download button. On supported browsers, Save uses the device share sheet so owners can send the file straight to Google Drive, iCloud Drive, OneDrive, or any installed app. On other browsers, the same button downloads the file with its original name.
If the owner is a member of more than one entity, the page shows documents from every entity they belong to. Each row labels the source entity and (where set) the linked property.
Financial Gating
Owner portal access is set per member, per entity. The toggle that matters for documents is View financials on each member row.
- Members with View financials enabled see every document the entity has, including invoices, statements, and reports.
- Members without View financials still see contracts, photos, receipts, and other non-financial files -- but invoices, statements, and reports are hidden.
Because the toggle is per entity, the same person can have full visibility on Entity A and limited visibility on Entity B at the same time. Adjust the toggle from the Members card on the entity detail page.
[Screenshot: Owner entity detail with Documents card and Members card showing the View financials toggle]
Editing or Removing a Document
From the entity detail page, the documents table shows two row actions:
- Edit -- update the title, description, category, or linked property. The file itself stays the same.
- Delete -- removes the document from storage and from the owner portal immediately. There is no recycle bin, so confirm before deleting.
Re-categorising a document changes whether it is gated. Moving a file from Photo to Invoice, for example, will hide it from members who do not have View financials enabled.
Common Questions
Can owners upload documents to an entity? No. Uploads are admin-only. The owner portal view is read-only.
Can I share one document with several entities? Not directly -- documents belong to one entity. Upload the same file to each entity that needs it, or use the Property field to scope the file to a single property within an entity.
How long do download links last? Download and preview links are signed and expire one hour after they are generated. Owners can generate a fresh link by clicking the button again.
What happens if I delete an entity? All documents linked to that entity are removed from owner portal access. Make sure the owners have downloaded anything they need before the entity is deleted.
Are documents counted toward storage limits? Each company has the storage allowance specified in the plan. Large files (videos, high-resolution photo sets) consume that allowance the most -- favour PDFs and JPEGs for routine sharing.
Related
- Owner Management -- Working with owner entities and members.
- Setting Up the Owner Portal -- Inviting owners and configuring access.
- Owner Financial Reports -- Revenue statements and analytics.