Property Dropbox — Quick Reference
Short cheat sheet for daily filing. For the complete structure with sub-folders, archive conventions, and per-document naming, see Property Dropbox Folder Structure.
Last updated: 2026-05-18
Top-Level Folders
Every property folder is named [Address], [City], [State] [Zip]/ and contains exactly these five top-level folders:
| Folder | What goes here |
|---|---|
Buying/ |
Acquisition: offer, P&S, attorney review, title, OPRA, closing docs, deal analyzer |
Financing/ |
Lender docs (one numbered subfolder per lender), legal description, statements, payoff |
Management & Rehab/ |
Active project work: insurance, permits, taxes, SOW with plans/finishes/work orders, utilities |
Pictures & Videos/ |
Photos and videos by phase |
Selling/ |
Listing prep, MLS, offers received, closing docs |
File Naming Rule
Always: YYYY.MM.DD_<Descriptive Name>.<ext>
- Use periods between date parts (
2026.05.18), not hyphens - Use underscores between major fields, spaces or hyphens within a field, per the canonical examples
- Always include the date prefix on dated documents (contracts, invoices, statements, plans)
Examples:
2026.05.18_P&S Agreement_Fully Executed.pdf2026.05.18_Promissory Note_$1.69M_Signed & Notarized.pdf2026.05.18_Architectural Plans_Final.pdf
Where Does It Go?
| If you have… | Put it in… |
|---|---|
| Signed P&S, HUD, Deed, Title Binder, ALTA, Owner's Policy | Buying/Legal/ |
| Attorney Review letters (numbered sequence) | Buying/Legal/ as ARL 01_..., ARL 02_... etc. |
| OPRA request submitted by VG or response received | Buying/OPRA/ |
| OPRA documents the seller provided | Buying/Legal/ (seller-provided goes to Legal, not OPRA) |
| Seller's smoke certificate, oil tank cert, lead-paint disclosure | Buying/Legal/ |
| Deal Analyzer (.xlsm) | Buying/Stage 2/ |
| Pre-contract MLS sheet, offer guidelines, agency disclosures | Buying/ (root, loose at top level) |
| Loan promissory note, mortgage, recorded mortgage, payoff statement | Financing/[N]. [Lender Name]/1. Loan Setup & Documents/ |
| Lender monthly statements | Financing/[N]. [Lender Name]/2. Statements/ |
| Property legal description (standing doc) | Financing/Legal Description.pdf |
| Insurance policy docs (SIP, ACORD, inspection report) | Management & Rehab/Insurance/SIP_Active/ |
| Construction permits, township approvals, inspection requests | Management & Rehab/Permits-Approvals-Township/ |
| Property tax bills, receipts, delinquency notices | Management & Rehab/Property Taxes/ |
| Architectural plans, surveys, floor plans (IHA-produced) | Management & Rehab/SOW [Address]/1. Drawings & Plans/1. Site, Architectural & Surveys/ |
| MEP plans (HVAC, plumbing, electrical — varies 3a–3d per deal) | Management & Rehab/SOW [Address]/1. Drawings & Plans/3[a/b/c/d]. [Type] Plans/ (use 2. Approved-FINAL/ for Shlomo-approved versions) |
| Cabinet, trim, closet plans + measurements + material lists | Management & Rehab/SOW [Address]/1. Drawings & Plans/5. Cabinet, Trim, & Closet Plans/ |
| Tile plans | Management & Rehab/SOW [Address]/1. Drawings & Plans/6. Tile Plans/ |
| Internal finish schedules (tile, paint, lights, bathrooms) | Management & Rehab/SOW [Address]/3. Finishes & Selections/ |
| PM notes and workbooks | Management & Rehab/SOW [Address]/2. PMs Notes & PM Workbooks/ |
| Signed vendor trade contracts (SOWs, change orders) | Management & Rehab/SOW [Address]/[2. Material Lists & Work Orders/ OR 4. Work Orders/] — folder name varies by deal |
| Utility welcome letters, bills, receipts | Management & Rehab/Utilities (Elec, Gas, Oil, Water & Sewer)/[Provider Name]/ |
| Site photos and videos | Pictures & Videos/<phase>/ |
| Listing docs, MLS, buyer offers, final HUD on sale | Selling/ |
For anything not on this list, or for the full per-subfolder convention (archive folders, in-progress-vs-approved sub-hierarchy, Heter Iska for Jewish-law-compliant lenders, etc.), see the full canonical reference.
Archive Convention
Most subfolders contain a 0. Archive/ for superseded versions, drafts, and templates. When you replace a document with a newer dated version, move the previous version to 0. Archive/ in the same folder.
Property Lifecycle
- Interested in a property → copy the master
Lead Template/(lives atDropbox → Accounting Team → Acquisitions → Leads → Lead Template/) and rename to the address. - Property approved/purchased → cut the folder from
Leads/and move to the main property folder area. - Sale closes → the entire property folder moves to the completed-deals archive area (out of scope for this quick ref).