If you intend to clean/repair using funds from the deposit, you should hire a professional to handle it and provide invoices.

Now they are claiming I need to pay this invoice even though I never authorized it as the home owner. 

When I get cash I always write up a receipt / invoice .

I imagine I would provide a rehab schedule separated out by phases, I would pay for the rehab for that phase, the HML would receive the invoice when complete, send an inspector to review the work, and then reimburse me for the rehab.

Pay your subs directly once the GC approves their invoices.   

I have a water damage claim on a property and insurance decided to shell out $5k (Upfront) initially and $3k (recoverable depreciation) once work is done and invoice is submitted.If I plan to do the work myself, how does it work?

I don’t have to remind them because they get an automatic invoice 5 days before rent is due.

What do you use to track different projects and keep everything (invoices, receipts, contracts, other docs) in order and easy to collaborate with everybody on the team?

I'm paying him (without negotiation) the charge he is invoicing me for.

They have an app for the iphone: https://apps.apple.com/us/app/tenantcloud/id773281018Every plan includes the following: Accounting & Payments: Tenant accounting Expense accounting Automatic late fees Management fees Owner distributions Owner contributions Recurring invoicing Partial payments Joint & split rent payments Deposits & credits Invoice printing Accounting export Credit card payments Contacts: Unlimited tenants, owners, professionals Tenant notices Owner approvals Contacts management Roommate settings Owner portal TC messenger Property: Property specs Property gallery Keys & locks management Equipment & service reminders Maintenance request management Property import/export Loan & insurance tracking Property owner settings Owner reports Rental applications: Customizable rental applications Online application fee Tenant screening Online applications Property marketing: Marketing website Listing portal ILS syndication Message/tour inquiries Documents & information: Online leases Agreement template builder Account data export Cloud files storage Email & feed notifications Calendar & automatic reminders To do list Timeline & notes On-demand reports Amortization/depreciation trackers Other features: Customizable dashboard Easy navigation Verification process ios & android apps Online supportBelow is an independent review of this platform I found on the web...