Yardi Voyager: Generate Maintenance Spend Reports by Property & Category

Run a Payables or GL report filtered to Maintenance accounts, then group/summarize by Property and Category (either GL Account or Payable Charge Code). If categories are not set up, map vendors/invoices to charge codes or maintenance GL accounts first, then re-run the report.

 

Fastest reliable method (works for most sites)

 

• Go to: Payables (AP) → Reports (or Analytics/Reporting) → Invoice Register / Payables Detail (names vary by menu security).
• Date range: choose Invoice Date or Post Month. For budget tracking, Post Month is usually better.
• Filter to maintenance spend: set GL Account range to your maintenance expense accounts (example: Repairs & Maintenance, Janitorial, HVAC, Plumbing). If the site uses Charge Codes, filter by those instead.
• Filter properties: select one property or a property list/portfolio.
• Columns / Grouping: include Property, GL Account (or Charge Code), Vendor, Invoice #, Amount.
• Summarize: turn on Subtotal by Property and Subtotal by GL Account/Charge Code. Export to Excel if needed.

 

What “category” should mean (pick one and stay consistent)

 

• GL Account category: best for finance teams. Requires invoices coded to the right expense accounts.
• Charge Code category: best for maintenance operations. Requires charge codes used on invoices/work orders.
• Vendor category: only use if nothing else is clean; it mixes true categories (HVAC) with companies.

 

Common mistakes that make the report wrong

 

• Using Invoice Date when the business needs Post Month (month-end accruals will look “missing”).
• Invoices posted to misc expense instead of maintenance accounts, so they never show under maintenance.
• Mixing properties and entities incorrectly (some setups post at entity level).
• Not excluding voids/credits or not showing them clearly (net spend looks off).

 

Validate before sharing

 

• Pick one property and one month, then tie totals to the GL Detail for the same accounts and period.
• Spot-check 5 invoices: confirm property, account/charge code, and post month match expectations.

 

If everything is already set up correctly

 

• Use the same report, but save it as a Report Template with fixed maintenance account ranges and grouping.
• Create separate saved versions for month-to-date, year-to-date, and by vendor views.

 

When to contact Yardi support/admin

 

• No access to AP/GL reports, or missing fields like Property or GL Account (security role issue).
• Categories needed are not available (requires charge code setup or account mapping changes).