FAQ & Troubleshooting

Quick Reference for Common Questions
Access Level: All Users

Getting Started

How do I create my first renovation project?

1. Create property (if not exists)
2. Navigate to property
3. Click "Renovation" tab
4. System auto-creates renovation project
5. Start with Dashboard overview
6. Then create SOW → Budget → Milestones

Recommended order:

Step 1: Project Overview (get familiar with dashboard)
Step 2: Scope of Work (define all work)
Step 3: Budget (allocate funds)
Step 4: Materials (list what you need)
Step 5: Milestones (set phases)
Step 6: Start work & track progress

Do I need to fill out everything before starting?

No! Start small and grow:

Minimum to start:

• Property address
• Total renovation budget
• One milestone (even just "Renovation Complete")

Add as you go:

• Detailed SOW tasks
• Material lists
• Time tracking
• Photos

You can always:

• Add details later
• Update budget as you learn
• Create milestones mid-project
• Backfill information

Can I use this for a project already in progress?

Yes! Here's how:

1. Create property & renovation project
2. Set start date to actual start date
3. Create milestones (mark past ones complete)
4. Enter actual costs spent so far
5. Upload existing photos (system uses EXIF dates)
6. Continue tracking from today forward

Backfilling data:

• Add historical expenses (with past dates)
• Upload old photos (preserve timestamps)
• Log past time entries
• Mark completed tasks

Benefits even mid-project:

• Track remaining budget
• Manage future milestones
• Document completion
• Generate reports

Budget & Costs

How do I know how much to budget?

Methods:

1. Use SOW to generate budget:

• Create detailed SOW
• Estimate each task
• System totals automatically

2. Use templates:

• Select room type (kitchen, bath)
• System provides typical costs
• Adjust for your market

3. Get contractor bids:

• Create SOW
• Share with contractors
• Enter their quotes as budget

4. Use cost per square foot:

• Kitchen: $100-300/sq ft
• Bathroom: $75-250/sq ft
• Whole house: $50-150/sq ft

Rule of thumb: Budget 20% more than estimates (things always come up)

Why is my actual cost different from budget?

Common reasons:

Actual cost HIGHER:

• Unforeseen issues discovered
• Scope creep (added features)
• Material price increases
• Contractor hourly rate higher
• Permit fees more than expected
• Change orders

Actual cost LOWER:

• Got better material pricing
• Contractor discount
• Did some work yourself
• Used cheaper alternatives
• Faster completion (less labor)

What to do:

1. Review variance report
2. Identify specific overruns
3. Reallocate budget if needed
4. Update estimates for future tasks
5. Document reasons (notes)

Can I move budget between categories?

Yes! Here's how:

Method 1: Edit budget items

1. Budget tab
2. Click budget item to adjust
3. Increase/decrease amount
4. Adjust another item to balance
5. Total stays same

Method 2: Budget reallocation

1. Budget tab → "Reallocate"
2. Select source category (take from)
3. Select destination category (move to)
4. Enter amount
5. Add reason (optional but recommended)
6. Save reallocation

Example:

Cabinets over budget by $2,500
Flooring under budget by $2,800

Reallocate:
  From: Flooring budget
  To: Cabinets budget
  Amount: $2,500
  Reason: "Premium cabinet upgrade, simplified flooring"
  
Result: Both categories now on target

Scope of Work

Do I need to list every single task?

It depends on your goal:

High-level approach (faster setup):

• Major tasks only
• "Renovate kitchen" (one task)
• Good for small projects
• Less tracking overhead

Detailed approach (better tracking):

• Break down into subtasks
• "Remove cabinets", "Install plumbing", etc.
• Better progress visibility
• More accurate time estimates
• Recommended for projects >$25k

Hybrid approach (recommended):

• Major rooms broken down
• Minor work left high-level
• Example: Kitchen detailed, bedroom paint as one task

Can I add tasks after starting work?

Yes! Add anytime:

1. Click "+ New Task" in SOW
2. Enter task details
3. Assign to milestone (if applicable)
4. Save task

Tasks added mid-project automatically:

• Available for time tracking
• Can link to budget
• Show in reports
• Count toward completion

Common scenario:

Demo reveals water damage (unexpected)

Add new tasks:
  - Remove damaged subfloor
  - Replace joists
  - Install new subfloor
  
Budget impact: +$2,800
Timeline impact: +3 days

How do I handle change orders?

Process:

1. Document request:

   • Who requested change
   • What changed
   • Why it changed

2. Create new SOW tasks:

   • Add tasks for new work
   • Mark as "Change Order"

3. Update budget:

   • Add budget for new work
   • Or reallocate from contingency

4. Adjust timeline:

   • Extend milestone dates if needed
   • Document delay reason

5. Get approval:

   • If investors/partners involved
   • Document agreement
   • Update contracts

Example change order:

Change Order #1: Upgrade to granite counters

Original: Laminate counters ($800)
Upgrade: Granite counters ($2,400)
Difference: +$1,600

SOW tasks added:
  - Template for granite
  - Install granite counters
  
Budget adjustment: +$1,600 (from contingency)
Timeline adjustment: +2 days (templating time)
Approved by: [Your Name], Jan 20, 2025

Materials

Do I have to create material lists?

No, but highly recommended:

Without material lists:

• ✅ Budget still works
• ✅ Track spending
• ❌ No shopping lists
• ❌ Manual cost tracking
• ❌ No vendor management

With material lists:

• ✅ Never forget items
• ✅ Auto-sync to budget
• ✅ Generate shopping lists
• ✅ Track order status
• ✅ Compare vendor pricing

Best for:

• Large projects (>$20k)
• Multiple rooms
• Lots of materials
• Working with contractors

Skip if:

• Tiny project
• Contractor supplying everything
• Very experienced (have your own system)

How do material costs sync to budget?

Automatic sync process:

1. Create material list
2. Link to budget item
3. Add materials to list
4. Total cost calculates
5. Syncs to budget item automatically

Example:

Budget item: "Kitchen Flooring"
  Budget allocated: $4,500
  Actual cost: $0 (initially)

Material list created: "Kitchen Floor Materials"
  Linked to: "Kitchen Flooring" budget item
  
Materials added:
  - LVP flooring (500 sq ft): $2,800
  - Underlayment (500 sq ft): $250
  - Transition strips (4): $120
  - Adhesive (5 buckets): $185
  Total: $3,355

Budget item now shows:
  Budget: $4,500
  Actual: $3,355 (auto-synced from materials)
  Variance: -$1,145 (under budget ✅)

Note: Sync happens when:

• Material item added
• Material cost changed
• Material marked as purchased

Milestones & Payments

How many milestones should I have?

Typical:

Small project ($10-25k):

• 3-4 milestones
• Example: Demo → Rough-ins → Finishes → Completion

Medium project ($25-75k):

• 5-7 milestones
• Example: Demo → Rough-ins → Drywall → Cabinets/Finishes → Completion → Retention

Large project ($75k+):

• 8-12 milestones
• Break into smaller phases
• More payment checkpoints

Guidelines:

• One milestone per $10-15k spent
• Natural work phases
• Inspection points
• Payment intervals

What is retention and do I need it?

Retention = Money held back until final completion

Typical retention:

• 5-10% of each payment
• Held until all work complete
• Released after:
  • Final inspection passed
  • Punch list complete
  • 30-day warranty period
  • No issues found

Example:

Milestone 2: Rough-Ins
  Total value: $9,000
  Payment now: $8,100 (90%)
  Retention: $900 (10%)

At project end:
  All 5 milestones complete
  Total retention held: $4,500
  Final inspection passed
  No defects found
  Release all retention → Contractor gets $4,500

Benefits:

• Quality assurance
• Contractor has incentive to finish well
• Protection if contractor disappears
• Leverage for punch list completion

When to use:

• Always with contractors you don't know
• Projects >$25k
• When quality is critical
• Standard practice

When to skip:

• Trusted contractors (long relationship)
• Very small projects
• DIY (yourself)

Can I create a draw request before milestone complete?

Technically yes, but not recommended:

Standard process:

1. Contractor completes milestone work
2. You inspect and approve
3. Milestone marked complete
4. THEN create draw request
5. Process payment

Why this order matters:

• Ensures work actually done
• Gives you leverage (haven't paid yet)
• Quality control checkpoint
• Industry standard practice

Exception: Partial payments for large milestones

Milestone 4: Kitchen Cabinets ($18,000)

Partial draw 1: $9,000 (50% complete)
  - All cabinets delivered
  - Installation 50% done
  - Approved after inspection

Partial draw 2: $9,000 (100% complete)
  - All installation complete
  - Punch list resolved
  - Final approval

Time Tracking

Do I have to track time if I'm not paying hourly?

If contractor is fixed-price: Time tracking optional but still valuable

Benefits even with fixed-price:

• See actual hours invested
• Calculate true cost per hour
• Compare efficiency across projects
• Value sweat equity accurately
• Better estimates for next project

When to skip:

• Tiny project
• All fixed-price contractors
• You're not involved in labor

When to track:

• Any sweat equity (your time)
• Hourly contractors
• Learning for future projects
• Want detailed records

How do I track my own sweat equity time?

Methods:

1. Use timer feature:

• Start timer when you begin work
• Pause for breaks
• Stop when done
• Time logged automatically

2. Manual entry:

• End of day: "I worked 6 hours today"
• Select task/milestone
• Enter time
• Save entry

3. Weekly summation:

• End of week: Estimate total hours
• Bulk entry: "40 hours this week on kitchen demo"

Set your hourly rate:

• Settings → Labor → Your Rate
• Typical: $25-50/hour (what you'd pay someone)
• Conservative: Value at 50% of pro rate
• Market: Value at full pro rate

Why track sweat equity:

• Increases ARV calculation
• Tax documentation
• True project cost
• Justifies higher resale price
• Personal satisfaction (see your contribution)

Photos

How many photos should I take?

Minimum:

• Before demo: 10-20 photos (every room/area)
• During work: 2-5 per day
• After completion: 10-20 photos (final results)
• Total minimum: ~100 photos for typical project

Recommended:

• Before demo: 20-30 photos (every angle)
• During work: 10-20 per day (key steps)
• Issues: Photo every problem found
• After completion: 30-50 photos (marketing quality)
• Total recommended: 300-500 photos

Pro level:

• Before demo: 50+ photos (forensic detail)
• During work: 20-30 per day
• Time-lapse (same spot daily)
• Closeups of all work
• After completion: 50-100 (portfolio)
• Total pro: 1,000+ photos

Rule: You can't take too many photos!

What should I photograph?

Always photograph:

Before work:

• Every room (4 corners)
• All existing damage
• Condition of surfaces
• Systems (plumbing, electrical visible)
• Anything you're changing

During work:

• Daily progress
• Behind walls (before closing up) ← CRITICAL
• Rough-ins (plumbing, electrical, HVAC)
• Any issues discovered
• Materials delivered
• Work quality

After work:

• Completed work (multiple angles)
• Closeups of finishes
• Before/after comparisons
• Marketing shots (professional angles)

Issues:

• Problems discovered
• Contractor mistakes
• Damage (water, pest, structural)
• Code violations found
• Anything disputed

Can I delete photos later?

Yes, but be careful:

Photos are recoverable for 30 days after deletion:

1. Go to Photos tab
2. Filter: "Deleted"
3. Select photo
4. Click "Restore"

After 30 days: Permanently deleted

Best practice:

• Don't delete unless clearly duplicate/bad
• Mark as "Private" instead (hides but keeps)
• Storage is cheap, regret is expensive
• You might need photos years later (disputes, insurance, resale)

Reports & Export

What report should I send to investors?

Monthly: Executive Summary Report

• 2-3 pages
• High-level status
• Budget status
• Timeline status
• Key photos
• Next steps

Quarterly: Detailed Progress Report

• 15-20 pages
• Comprehensive status
• All milestones
• Financial details
• Quality metrics
• Full photo gallery

On request: Custom Report

• Specific questions answered
• Targeted data
• Supporting documentation

Generate:

1. Reports tab
2. Select "Executive Summary"
3. Choose date range
4. Click "Generate"
5. Review preview
6. Export as PDF
7. Email to investors

Can I export all my data?

Yes! Multiple ways:

Individual exports:

• Budget → Excel
• Time logs → CSV
• Material lists → CSV/Excel
• Photos → ZIP file
• Reports → PDF

Full data export:

1. Settings → Export Data
2. Select "Full Project Export"
3. Choose format:
   • Excel workbook (multiple sheets)
   • CSV bundle (multiple files)
   • JSON (developer-friendly)
4. Click "Export"
5. Download ZIP file

Contents of full export:

• Budget items (all transactions)
• SOW tasks (all details)
• Material lists (all items)
• Time entries (all logs)
• Milestones (all phases)
• Photos (all images + metadata)
• Checklists (all items)
• Reports (all generated reports)

Use cases:

• Backup
• Switch systems
• Tax preparation
• Accounting handoff
• Archive old projects

Troubleshooting

Page won't load / stuck loading

Try these in order:

1. Refresh page: F5 or Ctrl/Cmd + R
2. Hard refresh: Ctrl/Cmd + Shift + R (clears cache)
3. Different browser: Chrome, Firefox, Edge, Safari
4. Clear cache: Browser settings → Clear cache/cookies
5. Check internet: Other sites loading?
6. Try mobile app: May work when web doesn't
7. Contact support: Still stuck?

"Changes aren't saving"

Common causes:

1. Not clicking Save button

• Make edits
• Click "Save" (don't just close)
• Look for "Saved" confirmation

2. Browser autofill interfering

• Turn off autofill for this site
• Manually enter data

3. Session expired

• Logged out due to inactivity
• Refresh page
• Log back in
• Re-enter changes

4. Network interruption

• Check internet connection
• Wait for connection
• Save again

5. Validation error

• Red text shows what's wrong
• Fix error
• Try saving again

"Budget numbers don't match my spreadsheet"

Check these:

1. Date range: Are you comparing same period?
2. Categories: Same categorization?
3. Pending vs. approved: System may show only approved
4. Sync timing: If integrated, check last sync
5. Rounding: Minor differences (<$1) are rounding
6. Filters: Any active filters hiding items?

Reconcile:

1. Export budget to Excel
2. Compare line-by-line
3. Identify discrepancies
4. Correct source of truth
5. Update other system

"Photos uploaded but not showing"

Check:

1. Upload completed: Look for "Upload complete" message
2. Filters active: Clear all filters (F A shortcut)
3. Room/milestone selected: Select "All" to see everything
4. Privacy setting: Photo marked as private?
5. Browser cache: Hard refresh (Ctrl/Cmd + Shift + R)
6. File format: Was it a supported format? (JPG, PNG, HEIC)

View upload history:

1. Photos tab
2. Click "Upload History"
3. See all recent uploads
4. Check status (success/failed)
5. Retry failed uploads

"Contractor says they didn't receive notification"

Troubleshoot:

1. Verify email address: Settings → Users → Check email
2. Check spam folder: Emails may be filtered
3. Resend notification: Click "Resend" button
4. Whitelist emails: Add noreply@arv-system.com to contacts
5. Alternative method: Text/call to alert them
6. Direct link: Share property URL directly

"Time entries not syncing to milestone progress"

Requirements for sync:

1. Time entry approved (not pending)
2. Time entry linked to milestone (or task within milestone)
3. Milestone set to track time as progress metric
4. No sync errors

Fix:

1. Check time entry approval status
2. Verify milestone linkage
3. Milestone settings → Progress tracking → Enable "Time-based"
4. Click "Sync Now" button
5. Refresh page

"Can't mark milestone complete"

Requirements:

1. All deliverables checked off
2. All required photos uploaded
3. All linked tasks complete (if set)
4. Minimum progress threshold met (usually 100%)
5. No blocking issues

Check:

1. View milestone details
2. "Completion Requirements" section
3. See what's incomplete (red X items)
4. Complete missing items
5. Try again

"Forgot password"

Reset password:

1. Go to login page
2. Click "Forgot Password?"
3. Enter email address
4. Check email for reset link
5. Click link (valid 1 hour)
6. Create new password
7. Log in

Didn't receive email?

• Check spam folder
• Verify email address correct
• Wait 5 minutes (may be delayed)
• Try again
• Contact support

"Can't add team member"

Requirements:

1. You're property owner or admin
2. Valid email address
3. Not already a member
4. You have available user seats (check plan)

Add collaborator:

1. Property → Settings → Team
2. Click "Add Member"
3. Enter email
4. Select role (Admin, Editor, Viewer)
5. Choose permissions
6. Send invitation
7. They accept via email

Invitation not received:

• Check spam
• Resend invitation
• Try different email address
• Add directly by username (if they have account)

Common Errors & Solutions

"Insufficient permissions"

Meaning: You don't have access to perform this action

Solutions:

• Ask property owner to upgrade your role
• Verify you're logged into correct account
• Check if property is shared with you

"Budget limit exceeded"

Meaning: Expense would exceed total budget

Solutions:

• Increase total budget (Budget → Settings)
• Reallocate from other categories
• Remove unnecessary budget items
• Use contingency funds

"File too large"

Meaning: Upload exceeds size limit

Limits:

• Photos: 50 MB per file
• Documents: 25 MB per file
• Reports: 100 MB per file

Solutions:

• Compress file (reduce quality/size)
• Split into multiple files
• Use cloud storage link instead

"Sync failed"

Meaning: Integration couldn't sync data

Solutions:

1. Check integration status (Settings → Integrations)
2. Reauthorize connection
3. Check service status (is QuickBooks down?)
4. Retry sync manually
5. Contact support if persists

"Session expired"

Meaning: Logged out due to inactivity (2 hours)

Solutions:

• Log back in
• Enable "Remember me" at login
• Increase session timeout (Settings → Security)
• Save work frequently

Getting Help

In-App Help

Access help anywhere:

• Press G H (keyboard shortcut)
• Click "?" icon (top right)
• Search help articles
• Video tutorials
• Guided tours

Support Channels

Email support: support@arv-system.com

• Response time: 24 hours (weekdays)
• Include: Property address, description, screenshots

Live chat: Click chat icon (bottom right)

• Available: 9 AM - 6 PM EST (weekdays)
• Instant help for quick questions

Phone support: 1-800-ARV-HELP (Premium plan only)

• Mon-Fri 9 AM - 6 PM EST
• Emergency support available

Community forum: community.arv-system.com

• Ask questions
• Share tips
• Learn from others
• Vote on feature requests

Video Tutorials

YouTube channel: youtube.com/ARVSystem

Popular videos:

• Getting Started (10 min)
• Creating Your First Renovation (15 min)
• Budget Management Deep Dive (20 min)
• Photo Documentation Best Practices (12 min)
• Monthly Reporting (8 min)

Feature Requests

Request new features:

1. Settings → Feedback → Feature Request
2. Describe feature
3. Explain use case
4. Submit request
5. Vote on others' requests
6. Get notified when built

Roadmap: roadmap.arv-system.com

• See what's being built
• Vote on priorities
• Comment on features

Quick Reference

Most Common Questions

1. How do I start? → Create property → SOW → Budget → Milestones
2. Budget over? → Reallocate funds or increase total
3. How track time? → Time tab → Log time (or use timer)
4. Upload photos? → Photos tab → Upload → Tag and organize
5. Create report? → Reports tab → Select type → Generate
6. Add team member? → Settings → Team → Add member
7. Forgot password? → Login page → Forgot password
8. Export data? → Settings → Export → Choose format
9. Integration issue? → Settings → Integrations → Reconnect
10. Need help? → Press G H or click "?" icon

Keyboard Shortcuts Cheat Sheet

• G D - Dashboard
• T B - Budget
• T M - Materials
• L T - Log time
• U P - Upload photos
• G R - Generate report
• Ctrl/Cmd + K - Command palette (search anything)
• G H - Help

Full list: See Keyboard Shortcuts Guide

Related Guides

• Project Overview → - Start here
• All Guides - Complete guide index
• Keyboard Shortcuts ← - Power user shortcuts
• Integration ← - Connect other systems

Last Updated: December 8, 2025
Version: 1.0
Feedback: Was this guide helpful? Rate it at the bottom of this page.

Still need help? Contact support@arv-system.com or use live chat.