Start with attached files, not memory
A commercial maintenance history is only credible when it points back to the document that proves the work happened. The invoice is usually the best starting point because it already has vendor, date, amount, and description context.
The failure mode is rebuilding history from inbox search after someone asks for it. Steward's process is to turn each invoice into a reviewed service visit while the document is fresh enough to classify.
Normalize every record to the building and asset
A generic Repairs and Maintenance line is not enough. The record should say whether the work touched the roof, HVAC, fire system, parking lot, plumbing, elevator, or a general building issue.
That asset-level structure is what makes future reminders, diligence reports, vendor memory, and spending review possible.
Export the history before it is urgent
The owner should be able to generate a useful report long before a sale, refi, insurance renewal, or inspection creates panic.
Even a partial report is useful because it names what is missing: missing certificates, unclear service dates, unknown assets, and vendors that need follow-up.