The scope, before the drive
What broke, in which unit, with the photos the tenant took. You decide whether the job is yours before spending an hour finding out in person.
For vendors
Arrive knowing what you walked into.
A text message saying there is a leak at the Oak Street place is not a work order. It is a guess about the tool you need, the time it takes and whether anyone will be there to let you in. A job packet replaces the guess.
Before you leave the shop
Four things you should already have.
Every one of them removes a phone call, and the phone calls are where the margin on a small job disappears.
How to get in
Access notes travel with the job packet. The first call from site should not be about a gate code somebody forgot to mention.
The window, on a calendar
The arrival window is recorded in the timezone of the property itself, and it syncs to Google Calendar rather than living in a text thread.
What to record on the way out
The evidence expected at completion is stated up front, so you photograph the right thing once instead of driving back for a picture.
Why your estimate survives
Nine separate facts, not one status field.
Most systems track a job as a single status that marches forward. When it moves, everything behind it is overwritten. Here the estimate, the authorization, the award, the execution, the invoice and the resolution are separate records with separate lives.
Estimate
Submitted, replaced, withdrawn or expired — on its own timeline.
Authorization
Pending, held, needs approval, approved, rejected, superseded.
Award
Pending your acceptance, confirmed, declined, expired, cancelled.
Additional work
Found something else on site? It is its own proposal, not an edit to the first one.
What that means on a bad day: a manager rejecting one estimate does not erase that you submitted it. A replaced quote does not rewrite the award you already accepted. When a payment is disputed months later, the chain of who decided what, and when, is still there — and it is the version you can point at.
Your business
The listing is yours, and it stays that way.
A vendor directory is only useful if the companies in it are the real ones. Four rules keep your side of it intact.
Owning the e-mail is not being the company
Claiming a vendor profile is never automatic from possessing an address or uploading a file. Business control, recipient, duplicate and terms checks all stay required — which is what stops somebody else from taking your listing.
Trust is private, not a public score
A trusted relationship belongs to one management workspace. It does not enter another manager search, does not become a ranking and is not an endorsement. You are not managing a reputation number.
Your company, your team
A vendor company account carries its own team invitations and profile versions. Adding a technician is your decision, not a request you file with the property manager.
You never buy a seat
Pricing is per property and it is paid by the owner or manager. Receiving jobs, scheduling them and closing them out costs you nothing.
Today
What is already running.
The honest split for a vendor — what holds data on a database now, and what is built and moving there.
- Vendor invitation with one-time codeLive
- Vendor organization membershipsLive
- Opportunities and onboardingLive
- Work orders and service awardsLive
- The vendor commercial chainLive
- Completion evidence uploadLive
- Appointments and arrival windowsLive
- Marketplace profile and publicationIn build
- Prospect claim and verificationIn build
- Warranty review and additional proposalsIn build
The roadmap has the whole picture, with the rule that decides what counts as live.
Early access
Get the packet before the drive.
If the managers you work with are not on YellowUnit yet, send this along. It costs you nothing either way.