FHA will do audits as well to insure that you are occupying the property as well. 

How important having an itemized printed receipt from Home Depot is in the (unlikely) event you get audited, I can't really say.

Does anyone have software they recommend to help create a plan/guide for myself and contractors?? 

the IRS has consistently ruled that a cash out refi closely followed by a sale and 1031 is the same as taking profit and they will disallow your exchange if audited.  

i went hard at door knocking i learned to pick one marketing tool starting off and go hard at it not much success. i signed up with REIPRO and have not had any success with the software.... also trying to find wholesalers to connect and build and work with!!

The property manager should have software that allows you to track everything. 

What software do they use?

Quickbooks is an excellent platform for producing property financials, but unfortunately it doesn’t have the capability to provide what you are looking for.What you are requesting is reserved in the more “elite” property management software tools, for example, Yardi Investment Management.

no problem for IRS audit? 

I am DJ - I am a software developer & investor!