Our Process
A property manager's relationship with a contractor is an ongoing one. The estimate is not the decision point—the decision point comes after the third or fourth project, when you can measure what this contractor actually delivers: how they show up, how they communicate, how they handle problems when timelines shift or weather delays the job, and whether the invoiced cost matches the quoted cost. We have built a process to evaluate contractors across these real measures, not on charm or slick marketing. We look for people who are transparent about what they do not know, who ask questions before answering, and who call when something unexpected comes up rather than solving it unilaterally.
Key Performance Indicators We Track
- 3–5
- completed projects before we recommend a contractor to new property managers
- 100%
- of projects documented with inspection photos before, during, and after
- 7 days
- maximum response time for communication on active projects
- zero
- tolerance for invoice surprises—scope defined upfront, change orders in writing
The Vetting Standard
Our questions for every contractor are consistent because they reveal values, not just capability. A contractor who has done one roof replacement looks competent. A contractor who has done ten and can explain how they handle the problems that come up on the tenth is the one we recommend. The first set of questions establishes baseline criteria—licenses, insurance, references. The second set reveals character.
We ask contractors the same set of questions every time: How do you handle scope creep? What happens if the weather delays your timeline? What do you do when you find a problem during the work that was not in the original estimate? The answer tells us whether they are managing for their convenience or for their client's peace of mind.
Contractors who hesitate before answering are being honest. Contractors who have a procedure in place have done the work and thought about what works. Either way, the conversation is data.
How We Partner With Contractors
| Phase | Our Role | Contractor's Responsibility |
|---|---|---|
| Proposal & Planning | Define scope, set expectations, document property condition with photos and measurements | Provide detailed written estimate with line items, materials specified, timeline, insurance documentation |
| Pre-Project | Confirm site access, notify tenants/occupants, arrange staging area, review weather forecast | Confirm crew size and equipment, identify material delivery schedule, clarify working hours and noise expectations |
| During Work | Monitor progress, document work with photos each day, address tenant concerns immediately, track weather delays | Maintain daily communication, clean up debris at end of each shift, manage material deliveries, stop work if weather becomes unsafe |
| Closeout | Final walkthrough with contractor, photograph completed work, verify all scope items, coordinate final payment | Address any punch-list items, provide warranty documentation, deliver all project photos and receipts, remain available for two-week follow-up |
Projects over $5,000 require documented weekly progress reports. Emergency work (active leaks) follows an accelerated version of this timeline with same documentation standards. Contractors who push back on documentation are not recommended again. |
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What Makes a Contractor Worth Recommending
At three or four projects in, you have enough data to distinguish between a contractor who treats your building as a job and a contractor who treats it as a responsibility. The difference shows up in communication. It shows up in how much explanation comes before the invoice. It shows up in whether they call with problems or call with invoices.
We recommend contractors who call you with problems before they become your emergency. A contractor who finds structural rot under the old shingles and calls to discuss repair options before proceeding is thinking about your property. A contractor who finds it, fixes it, and invoices you for the extra work without warning is thinking about cash flow—not yours, theirs.
After ten years of managing properties, we have learned that the contractor's willingness to say "this is a bigger problem than we thought, and here are your options" is more valuable than a contractor who never finds problems. The second one either does not know how to look or is hiding what they find. Either way, you are not protected.