Keep service dates, repair details, provider names and recorded costs connected to each asset. Ask Guardian for the history you have entered before booking the next visit.
An easy place to keep what happened, what it cost and what needs attention next.
Build a dated history from the repair details you have, not from memory alone. Record the equipment, work, provider and known cost before the next service call.
In Add New Asset, enter a distinct Name such as Basement sump pump, select its Category and fill in Location. Add identifying information in Description so similar pumps cannot be confused. Review the purchase and planning details, then choose Add Asset.
Open the asset and choose Schedule Maintenance. Enter a short Activity Name for the repair and use Description for the fault, work completed, replaced parts and provider name. Set the actual Start Date and End Date, choose Completed and leave Repeat at Does not repeat. If the provider is already listed, select it in Service Provider (Optional); otherwise keep the supplied name in the description. Review the known Cost per Occurrence and choose Add Activity.
If an invoice includes an expense not already recorded in the completed maintenance activity, choose Add Cost. Enter Amount ($), Date and Description, select the appropriate Category, and leave Recurring Type at None for a one-time bill. Check for an existing entry before choosing Add Cost. If the amount is unknown, say so in the maintenance description instead of interpreting a default zero as proof that the service was free.
Open the asset's Maintenance tab to review dated work and use Costs to review recorded expenses. Read the descriptions for the reported fault, parts and provider. Compare repeated repairs using the entries you actually saved; an unrecorded visit will not appear automatically.
Use the maintenance activity's edit control to correct its description, dates or cost, then choose Save. In Costs, edit a separate cost entry if its amount or description was wrong. Update the original entry rather than adding the same invoice again, and keep unresolved findings distinct from completed repairs.
Ask Guardian, Who repaired the basement sump pump last time, and what did it cost? Include the asset and location. Guardian can use supplied history, not invent missing provider names or invoice amounts. When asking it to record a repair, review the asset, date, provider, amount and all proposed actions. Edit or reject errors; choose Approve & commit only after checking, then verify the saved record on the asset.
This is a manually maintained service history, not automatic contractor import, live equipment monitoring or a service booking system. A technician's report is recorded by the account holder; separate accounts do not share records.
Log in to HouseFlowA small, useful record makes it easier to pick things up again when the day gets busy or the person changes.
Prepare for the next service call with the information already in your own account. The history remains useful even when a different contractor does the next repair, without giving that contractor account access.
Illustrative service report: “Cedar Lane Plumbing replaced the basement sump pump float switch for $238.”
The account holder can enter a provider's or employee's report and check the asset, provider, work and amount in Guardian's proposed record. This example is not a customer testimonial or a live service booking.
HouseFlow records currently belong to an individual account. Separate accounts do not share records; staff invitations and shared permissions are not available. Review Guardian's proposed changes before choosing to save.
Include a clear asset name, the service date, the fault or reason for the visit, work completed, parts replaced, provider name and cost when known. Check these details in the proposed record before saving.
Ask about a specific asset and the last recorded repair. Guardian can retrieve provider and cost details you have entered. It cannot supply a missing invoice amount or a provider name that was never recorded.
Do not assume automatic contractor imports or equipment monitoring. This workflow uses information supplied to your account by a person; HouseFlow is not live telemetry, a dispatch service or a contractor booking platform.
Not through shared access today. The account holder records the technician's report and reviews proposed changes. Separate accounts do not share records, and future team access is not currently available.
Organize recurring filter changes, appliance care and seasonal checks by household asset. Keep the last completed task and the next reminder together instead of starting a new list each season.
Explore this use case →Everyday maintenance & lasting recordsMaintain an owner's record of building repairs, inspections and follow-ups across staff and contractor handovers. Enter reported work in your individual account so the next conversation starts with the history, not a search for the last person.
Explore this use case →Tools, trades & equipmentKeep tools, vehicles and job equipment tied to practical service notes, repair costs and reminders.
Explore this use case →Start with the assets you care for. Add a note when something happens, then ask Guardian when you need the history.
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