If we're talking about a land allocation or a donated amount then it's important to clarify which one and make it very very clear it is an update to the information.

On some level you need someone to data enter but on the other you need someone who is knowledgeable about construction to help you make the allocations between capital repairs and expenses. 

I want to make sure I am using the tool correctly and was just wondering what the BP community  would recommended I allocate for vacancy, repairs and maintenance, cap ex and management fees?

So I'm in the process of purchasing a quadplex in South Florida, I put in an offer 5k more than asking because buyers are really aggressive here I lost out on a few good deals here to other investors so I wanted to get aggressive, and I'll make 17% cash on cash ROI with all my expenses allocated even at 5k more than asking.

You can allocate your cash proceeds however you want into the two new properties so you could purchase one for minimal cash/maximum leverage and purchase the other one for cash. 

I am now thinking about selling one of the 8 and Im not sure how to allocate the capital gain deferred from the exchange to the one house I am selling.  

Depending on how you plan to allocate your overhead (for instance- if hours are you main cost driver), you may want to integrate with some other apps on the platform.You may want to speak to an accountant that has worked with implementing these types of systems (apps + job/project costing + class tracking) as they could help point you in the right direction. 

I'm reading "Getting Things Done", and hope to implement that level of organization soon, however it's tough to allocate the proper amount of time.Anyway, I've recently started an LLC, have my first buy and hold rented out, and am beginning my first flip. 

And you can allocate those proceeds in anyway you choose. 

However, I’m having trouble finding how to allocate my money to build a financial base while making a move towards buying my first investment property.I’m newly debt free with 10k in savings and able to save 50% of my income.