So he sent invoices to them for the $3 they still owe us. 

I use a custom invoice to for monthly rents, a better way than the simpler way of just crediting rents to a sales account, and debiting cash through a journal entry or deposit screen.

Ask for copies of any permits and invoices for the 'new' work mentioned.

We are able to contact several vendors at once that have quality community reviews, and our software makes this step much easier than spending hours searching through references and individual sites.If you guys had a service like that available to you to you on the landlord/investor level I'm curious as to what you would want out of a service like that, and how much you personally believe you would pay for a service which finds reliable vendors, schedules them, and gets the invoices with ratings for you?

We set up quickbooks to create invoices for tenants.

I certainly recommend using the invoicing feature of QuickBooks for multiple reasons (cashflow, past due rent tracking etc...) and if you have QB Online hooked up to your bank accounts, it comes in as a match.  

They email the pix to us along with the invoice. 

He sent us an invoice to get drawings and permits pulled and we paid him for it. 

Are all my invoices uploaded to my owner portal?

I was thinking about getting a separate account and let that flow through, or just send him the invoice from manager and keep a ledger.