Detailed Answer: What estate‑related expenses can an executor or administrator track and get reimbursed for in Georgia?

Short answer: An executor or administrator (the personal representative) may be reimbursed from estate funds for reasonable, necessary expenses incurred to preserve and prepare estate real property for sale. Typical reimbursable items include utilities, insurance, routine maintenance, emergency repairs, property taxes, mortgage or secured‑loan payments (if the estate is liable), HOA dues, appraisal and listing costs, and realtor commissions. Keep careful records, get court approval for large or unusual expenses, and follow Georgia probate rules and any instructions in the will.

How the process works under Georgia law

In Georgia, probate and administration matters are governed by the Official Code of Georgia Annotated (OCGA), Title 53 (wills, decedents’ estates and administration). A personal representative normally must be appointed by the probate court (letters testamentary or letters of administration) before drawing funds from the estate. Once appointed, the personal representative has a duty to conserve estate property and pay reasonable expenses of administration from estate assets before distributions to beneficiaries.

Before making large or discretionary expenditures, ask the probate court to authorize them (a petition for approval) or get written consent from beneficiaries when feasible. For sales of real property, court authorization or explicit will language is often required before you can sell or bind the estate to substantial improvements.

Useful official resources: the Georgia probate courts information page (https://www.georgiacourts.gov/probate/) and the Official Code of Georgia Annotated Title 53 (see Title 53 on the Georgia General Assembly site: https://www.legis.ga.gov/legislation/ocga/53).

Common reimbursable expense categories (with examples)

Immediate safety and emergency repairs — actions to stop ongoing damage or imminent loss (e.g., emergency roof or plumbing repairs to stop leaks, boarding broken windows after vandalism, emergency electrical repairs that make property safe).
Security and vacancy protection — boarding, locks, alarm system monitoring, security patrols, and winterizing to prevent damage.
Utilities and ordinary upkeep — electricity, gas, water, trash removal, lawn mowing, snow removal, pest control, and minor cleaning to keep property marketable.
Insurance and taxes — hazard insurance premiums for the property, liability insurance where appropriate, property taxes and municipal assessments, and homeowners’ association dues.
Routine repairs and cosmetic work needed to market the property — fixing broken windows, repairing a damaged door, replacing a torn roof shingle, painting where necessary to sell. Limit cosmetic upgrades to what’s reasonable to obtain fair market value.
Appraisal, inspection and closing costs — a licensed appraisal, property inspections, title search charges, and costs necessary to market and sell.
Real estate commissions and advertising — reasonable listing commissions and marketing expenses incurred in selling the property.
Cleanout, hauling and disposal — removing trash and personal property, junk removal, and hauling costs required to get the property marketable.

Expenses that often require special attention or court approval

Major renovations or value‑adding improvements: Extensive remodeling, large additions, or upgrades intended to increase sale price substantially. Courts may require prior approval because these convert estate assets and affect beneficiaries’ interests.
Routine payments before appointment: Payments made before being formally appointed as personal representative may not automatically be reimbursable unless the court later approves them.
Payments to family members or inside labor: If you perform work yourself or hire a family member, request court approval or document fair market rates to avoid disputes.

Documentation and best practices to ensure reimbursement

Personal representatives should treat estate funds carefully. Follow these practices:

Open a separate bank account in the estate’s name once you receive letters from the court; do not mix estate and personal funds.
Keep an itemized ledger and keep original receipts, invoices, canceled checks and contractor contracts.
Take dated photos (before and after) showing property condition and repairs.
Get written estimates from licensed contractors for repairs or projects, and consider multiple bids for larger jobs.
Document why each expense was necessary: threat to value, safety, compliance, or marketing to sell.
If possible, get beneficiaries’ written consent for non‑routine expenditures or obtain prior court approval by filing a petition requesting authority to incur specified costs.

How reimbursement gets approved and paid

Reimbursement for reasonable expenses is typically paid from estate assets during administration, usually before beneficiaries receive distributions. The probate court supervises the administration and can approve or disallow claims. When in doubt about an expense’s reasonableness or magnitude, seek court approval first by filing a petition describing the proposed work and estimated cost.

Practical examples

Example A — Emergency roof leak: You board up a hole and hire a roofer to patch a leak to stop interior water damage. Keep the invoice and photos. This is typically reimbursable as an emergency preservation expense.

Example B — Full kitchen remodel to increase sale price: A substantial renovation done without court approval may be challenged by beneficiaries; get court authorization beforehand or limit work to reasonable repairs required to sell.

When to consult an attorney

Consult a probate attorney if you are unsure whether an expense is reasonable, when a proposed repair is large, if beneficiaries object, if you paid before being appointed, or when selling real property (to confirm whether you need court permission or proper title procedures). An attorney can prepare the petitions the court may require and advise on reimbursement priority and tax consequences.

Note on statutes: Georgia probate law is primarily in OCGA Title 53 (see https://www.legis.ga.gov/legislation/ocga/53). The probate court where the estate is filed supervises allowance of administration expenses and sales of estate real property. Local procedures and practice vary, so check with the local probate court or an attorney.

Helpful Hints

Document everything: receipts, invoices, photos, contractor bids, and written approvals.
Keep estate funds strictly separate in an estate bank account once appointed.
Obtain written beneficiary consent or court approval for large or non‑routine expenses.
Prioritize emergency repairs that prevent loss or safety hazards.
Get multiple estimates for any work costing more than a modest amount.
When selling real property, verify whether the will grants power to sell or whether you must petition the probate court for authority.
Preserve communications (emails, texts) that explain why an expense was necessary.
Ask the probate clerk what forms or petitions your county uses for approval of expenditures or sale of real property.

Disclaimer: This article explains general principles of Georgia probate practice and is for educational purposes only. It is not legal advice and does not create an attorney‑client relationship. For advice about a specific estate, contact a qualified Georgia probate attorney or the local probate court.