I need a place for my daily To-Do Lists and also a place for my daily routine.

Having a full time job and managing rehabs can be very difficult, but it is achievable if you find out what works for you and develop systems and routines.

I drove it 12 years and put 215,000 miles on it with no problems other than routine maintenence.

I hope this changes soon, but they routinely do not respond to simple emails and local agent in Ohio even sent me the wrong address in a property after offering it to me even after I corrected them once; finally, after documenting beyond question they relented and admitted fault. 

this is not routine maintenance, and it's unlikely a standard couch would be able to damage the structural support of the house.I can't say who is at fault for sure because I don't have all the facts, but I will say that you should expect this event to sour your relationship with the landlord.

After that first time, I implemented that habit into my morning routine now and I really look forward to doing it!  

Can I expense this cost as routine maintenance or is the cost capitalized?

The insurance department is understaffed for public complaints, on the other hand should your complaint relate to regulatory compliance related to financing or reserves tied to liquidity that would raise some eyebrows.

Routine bills are payed on-line and entered into QB as they are paid; the LLC's debit card is used for rehab expenses. 

Generally speaking a property manager SHOULD be doing this type of routine maintenance scheduling for you.