Investigation Checklist: Where to Dig
Before deciding, pull from every source that's reasonably relevant. Not every source applies to every case — use judgment on depth — but the goal is to decide with all the information available.
Information sources
| Source | Where it lives | What to look for |
|---|---|---|
| General Ledger | AppFolio | Past spend on this property/issue; what was paid before, to whom, how often. |
| Past & recurring work orders | AppFolio | Has this happened before? Same unit, same system, same vendor? Is this a chronic issue? |
| Email history | Missive | Prior conversations about this issue, promises made, tenant/owner context, vendor quotes. |
| The lease | Property file | Who is responsible (owner vs. tenant)? Any clauses on this item, appliances, alterations, or maintenance? |
| Purchase & vendor history | Home Depot / supplier accounts, AppFolio | Was this appliance/part recently bought? Under warranty? What did we pay last time? |
| Property profile | Property file / KB | Age and model of systems, known quirks, owner preferences, access notes. |
| Vendor input | Vendor | Diagnosis, repair vs. replace opinion, parts availability, warranty. |
| Market & internet research | Web | Typical cost/lifespan, known failure modes, current pricing, comparable bids. |
| AI assistant | AI tools | Brainstorm causes/options, summarize the history you gathered, draft the recommendation — then verify. See Using AI Responsibly. |
Pre-decision checklist
- I framed the actual question, not just the symptom.
- I checked the GL for prior spend on this issue/property.
- I searched past/recurring work orders for a pattern.
- I searched email history for context.
- I checked the lease for responsibility and relevant clauses.
- I checked purchase/warranty history (appliance, part, recent buy).
- I did market/online research on cost, lifespan, and options.
- I used AI to pressure-test options — and I read and verified the output.
- I can justify the decision and answer follow-up questions.
Depth is a judgment call
A $40 routine fix doesn't need a full GL review. A recurring or high-cost issue does. Match the investigation to the stakes.