For income-producing property
Paperwork, not tax advice
Billing and tax documentation
A W-9 with every contract, and itemized invoices written so routine expense and capital-improvement work can be told apart at the end of the year. What we provide is documentation — your accountant decides how it applies.
- W-9 with every contract
- Itemized invoicing
- Per property or consolidated
What we provide
Documentation most vendors in this trade do not bother with
A total scrawled on a page is not a record. On income-producing property it creates work for whoever closes the books, and it can blur a distinction that genuinely matters.
W-9 with every contract
Plus itemized invoices suitable for expense and capital-improvement records.
Deductible property expense
Routine maintenance, landscaping, cleaning, and snow removal on income-producing, commercial, and association-owned property.
Capital improvement treatment
For qualifying concrete and masonry — adds to cost basis and may be exempt from NYS sales tax with Form ST-124.
Why the split matters
Routine expense and capital improvement are not the same line
Typically a deductible property expense
Routine and recurring work
On income-producing, commercial and association-owned property, the work that keeps a building running is generally treated as an operating expense.
- Routine maintenance
- Landscaping and grounds upkeep
- Cleaning
- Snow removal
Potentially a capital improvement
Qualifying concrete and masonry
Work that adds to the property rather than maintaining it may be treated as a capital improvement — adding to cost basis, and potentially exempt from NYS sales tax with Form ST-124.
- Sidewalks, walkways and patios
- Steps, stoops and entrances
- Retaining walls and drainage
- Documented on an itemized invoice
We provide documentation, not tax advice.
Tax treatment depends on your property's use and ownership structure. We provide the documentation — please confirm specifics with your accountant.
Nothing on this page is a determination that any particular job qualifies for any particular treatment. Whether work is a capital improvement, and how it should be reported, depends on facts about your property and entity that your accountant is positioned to assess and we are not.
Invoicing
Structured the way you account for the property
Some managers need each building to carry its own invoice against its own budget. Others want one bill across the portfolio. Both are fine — tell us which before the first invoice rather than after it, and we will set it up that way.
Talk to us about setupOn file before the first visit
W-9
Provided with every contract, and on request beforehand.
Proof of insurance
Certificate of insurance provided on request.
References
Provided on request, so your office can check us out properly.
Questions
About billing and documentation
Yes — with every contract, and on request before that. For managed properties we get it on file along with proof of insurance before the first work order.
It is itemized rather than a single total, so the work is identifiable line by line and routine expense can be told apart from capital work. Whoever closes your books at year end should not have to reconstruct what was actually done from a one-line invoice.
It is the New York State certificate used to document a capital improvement to real property. Where concrete and masonry work qualifies as a capital improvement, that certificate is what supports the sales-tax treatment. Whether a particular job qualifies depends on the work and the property, and your accountant is the right person to confirm it.
Generally yes. Routine maintenance, landscaping, cleaning and snow removal on income-producing, commercial and association-owned property are typically deductible property expenses, while qualifying concrete and masonry is capital work that adds to cost basis. That is why our invoices separate them rather than lumping everything into one line.
No — and any vendor who offers to should be treated with suspicion. We provide the documentation; your accountant applies it to your situation. Tax treatment depends on the property's use and ownership structure, which we are not in a position to assess.
Yes. One invoice per property where each building carries its own budget, or consolidated across the portfolio — whichever matches how you account for them.