Owner Documents

Owner documents let you share files such as invoices, monthly statements, reports, contracts, and photos with the owners of an entity. You upload a file once in the admin app, and the entity's members can open it in the owner portal. A per-member permission controls who sees 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 Documents

1. Open Owners and click the owner entity.
2. Scroll to the Documents card.
3. Click Upload Document.
4. Drop files onto the modal, or click Choose files or Choose folder. You can upload up to 50 files at once. Files of an unsupported type or over 25 MB are skipped, and the modal says how many.
5. Fill in the details:

Field	Notes
Title	Shown when you upload a single file. It fills in from the filename, so edit it into something meaningful for the owner. With several files, each title comes from its filename.
Category	Required. Sets the badge and whether the file counts as financial.
Property	Optional. Links the file to one property of the entity.
Description	Optional. Context the owner sees with the file.

6. Click Upload Document (or Upload 3 documents when you picked several). The files are stored privately and listed for the entity's members right away.

The card can be filtered by category and by property, so you can find a file you uploaded earlier.

What Owners See

Owners open Documents from the Operations group of the owner portal sidebar. The page has:

• A search box that matches the title and the original filename.
• Category and Property filters.
• Sortable columns: Title, Category, Size, and Date. The Property column shows the linked villa where one is set.
• A Preview button that opens images and PDFs in the page, with no download needed.
• A Download button. On devices that support sharing, a Save to... button also appears. It opens the device share sheet so the owner can send the file to Google Drive, iCloud Drive, OneDrive, or any installed app.

If the owner belongs to more than one entity, the page lists documents from all of them.

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. Invoices, statements, and reports are hidden from them.

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. To change it, click the edit icon on the member's row in the Members card and use the Permissions checkboxes.

Downloading or Removing a Document

Each row of the Documents card on the entity page has two actions:

• Download: saves a copy of the file.
• Delete: removes the document from storage and from the owner portal right away. There is no recycle bin, so confirm before deleting.

Documents can't be edited after upload. To change a title or category, delete the document and upload it again.

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.

Related

• Owner Management: working with owner entities and members.
• Setting Up the Owner Portal: inviting owners and setting access.
• Owner Financials: payout and revenue in the portal.