Dropbox Folder Structure — VG Home Buyers LLC

VG Home Buyers LLC · Document Management

Dropbox Folder Structure

Standard property folder organization — every file in its place from day one

May 6, 2026 · Internal Reference

Top Level VG Home Buyers LLC

Root Folder /Properties/

Structure One folder per property

Created at Contract Signing

Naming Convention

Name Every File and Folder Consistently

Follow these rules before touching Dropbox. No exceptions.

Property Folder Name

[YYYY]_[Street-Address]

e.g. 2026_142-Maple-St

File Naming Rules

Date prefix first — always YYYY-MM-DD_
No spaces — use hyphens throughout
Vendor or sub name in the filename where relevant
WO code in the filename for every invoice and scope of work
Keep it scannable: 2026-03-15_ABC-Plumbing_P1WO3a_Invoice_$4500.pdf

Folder Tree

Complete Folder Structure

Create this structure at contract signing. Every subfolder exists from day one — even if empty.

VG Home Buyers LLC/
└── Properties/
    └── 2026_142-Maple-St/
        ├── 01_Acquisition/
        │   ├── Offer/
        │   │   ├── [date]_offer-letter.pdf
        │   │   └── [date]_seller-disclosures.pdf
        │   ├── Contract/
        │   │   ├── [date]_purchase-agreement.pdf
        │   │   └── [date]_addendums/
        │   ├── Inspection/
        │   │   ├── [date]_inspection-report.pdf
        │   │   └── [date]_inspection-photos/
        │   └── Closing/
        │       ├── [date]_closing-disclosure.pdf
        │       ├── [date]_HUD-settlement.pdf
        │       └── [date]_deed.pdf
        ├── 02_Permits/
        │   ├── Applications/
        │   │   └── [date]_[permit-type]_application.pdf
        │   ├── Issued/
        │   │   └── [date]_[permit-type]_permit.pdf
        │   └── Inspections/
        │       └── [date]_[permit-type]_passed.pdf
        ├── 03_Scope-and-Budget/
        │   ├── Estimates/
        │   │   └── [date]_scope-estimate-v[N].pdf
        │   ├── WO-Packets/
        │   │   └── [date]_[WO-code]_packet.pdf
        │   └── Budget-Tracker/
        │       └── [date]_budget-baseline.xlsx
        ├── 04_Contracts/
        │   ├── GC/
        │   ├── Subs/
        │   │   └── [date]_[Sub-Name]_[WO-code]_SOW.pdf
        │   └── Suppliers/
        ├── 05_Financials/
        │   ├── Invoices/
        │   │   └── [Vendor-Name]/
        │   │       └── [date]_[Vendor]_[WO-code]_$[amount].pdf
        │   ├── Receipts/
        │   │   └── [date]_[store]_[item-category].pdf
        │   ├── Draw-Requests/
        │   │   └── [date]_draw-[N]_request.pdf
        │   └── Statements/
        │       └── [YYYY-MM]_[account]_statement.pdf
        ├── 06_Photos/
        │   ├── Before/
        │   │   └── [date]_before_[room-or-area]/
        │   ├── Progress/
        │   │   └── [date]_progress_[WO-code]/
        │   └── After/
        │       └── [date]_after_[room-or-area]/
        ├── 07_Correspondence/
        │   ├── Lender/
        │   ├── Realtor/
        │   ├── HOA/
        │   └── City-County/
        └── 08_Sale/
            ├── Listing/
            │   └── [date]_listing-agreement.pdf
            ├── Offers/
            ├── Sale-Contract/
            └── Closing/

Folder Reference

What Goes Where

One card per top-level folder. Owner, purpose, and trigger for creation.

Folder 01

Acquisition

All docs from offer through closing — the legal record of the purchase. Offer letters, purchase agreement, inspection reports, and all closing documents.

Owner Andrew / Shlomo

Created Offer submitted

Folder 02

Permits

Permit applications, issued permit documents, and passed inspection cards. One subfolder per permit type. Include the permit number in filenames.

Owner Andrew (FM)

Created Permit application filed

Folder 03

Scope and Budget

Estimates, WO packets, and the budget tracker — the complete planning record. Version estimates (v1, v2…) and never delete prior versions.

Owner Andrew

Created Walkthrough complete

Folder 04

Contracts

Signed scopes of work for all subs and suppliers. Sub folder contains one file per sub with the WO code in the filename. GC folder holds the general contract.

Owner Andrew

Created Sub awarded

Folder 05

Financials

Every invoice, receipt, draw request, and statement — the complete AP record. Invoices are organized by vendor subfolder. All files need WO code and dollar amount where applicable.

Owner Andrew / Michelle

Created Contract signing

Folder 06

Photos

Before, progress, and after photos organized by date and room or area. Progress photos use WO code in the subfolder name. After photos are the listing-quality record.

Owner Andrew (FM)

Created Construction start

Folder 07

Correspondence

Written communications with lender, realtor, HOA, and city or county. PDFs of email threads, letters, and notices. Label clearly with counterparty and topic.

Owner Andrew / Shlomo

Created As needed

Folder 08

Sale

Listing agreement, all offers received, the final sale contract, and sale closing docs. Mirrors the acquisition folder structure — one subfolder per stage of the exit.

Owner Shlomo / Realtor

Created Property listed

Common Mistakes

What Goes Wrong — And How to Prevent It

Three patterns that cause the most friction at month-end and draw time.

1 — Invoice dumped to root folder

Files dropped directly into the property root instead of 05_Financials/Invoices/[Vendor]/. This breaks every downstream sort and reconciliation step.

Fix: Create the vendor subfolder in 05_Financials/Invoices/ before dropping any file. The vendor folder exists from day one — use it.

2 — No date prefix on filename

Files named invoice.pdf or photo1.jpg make chronological sorting impossible and create version confusion when multiple files exist for the same document type.

Fix: Always start every filename with YYYY-MM-DD_. No exceptions. Rename before uploading if the source file lacks a date prefix.

3 — WO code missing from invoice filename

Invoice files without a WO code require manual lookup to allocate costs to the right work order in QuickBooks — this slows every draw request and job-cost reconciliation.

Fix: Include the WO code for every construction invoice: [date]_[Vendor]_[WO-code]_$[amount].pdf. If you don't know the WO code, find out before filing.