Scope gate first — every time. Intake, track missing info, generate work orders, and log declines from one page.
Scope Gate — #35Email Intake — #11Phone Intake — #12Missing Info — #13Work Order — #16Decline Log
Scope Gate
Job Intake
Missing Info
Work Order
Job Summary
Decline Log
System #35 — Run Before Anything Else
Scope Qualification Gate
All three questions must pass. One fail = decline immediately. Do not collect information, give a quote, or continue the conversation before running this gate.
Non-Negotiable Rule
Do not improvise. Do not negotiate. Do not suggest workarounds. If a question fails, use the decline script below it — word for word — and close the interaction.
1
Is the property in the GHP service area?
East Valley: Chandler, Gilbert, Mesa, Queen Creek, San Tan Valley, Tempe · Greater Pinal County: Casa Grande, Maricopa, Florence, Coolidge, Arizona City, Eloy
2
Is this a property managed by a property management company?
GHP serves PM companies exclusively. Retail homeowners and direct owners are never accepted, regardless of scope.
Add-on services are never the primary product. They are only accepted through one of these three paths.
A
UCR First
PM orders UCR → inspection reveals needed work → GHP quotes add-ons from findings. Add-ons are part of the UCR report output.
B
Rent Ready Includes It
PM orders Rent Ready → GHP scopes add-ons during intake call as part of the full vacancy reset. Everything goes on one work order.
C
Existing Client — Standalone Minimum Met
Active GHP client requests standalone add-on. Minimum $200 scope required. Log Job Type as Standalone Service → Reason: Existing Client Add-On.
Add-On Redirect Script
"We handle [drywall / painting / cleaning] as part of a turnover or UCR — not as a standalone job unless you're an existing client and it meets our minimum scope. The best way in is a Unit Condition Report at $125. That gives you the full picture and authorizes any repair spend from there. Want me to get that set up?"
Step 1 — Select Channel
How did this job come in?
Select the intake channel first. The intake stack adjusts based on phone vs. email.
✉️
Email Intake
Job arrived via direct email from PM. Copy fields from the email into the form below.
📞
Phone Intake
Live call or voicemail. Fill the stack in real time while on the call — never improvise.
Live Call Stack Active — Fill every field in sequence. Do not skip. Do not improvise.
Call Opener Script
"Thanks for calling Great Home Pro, this is [Name]. Before I get your job set up, let me grab a couple of quick details — I want to make sure we've got you in the right place. What city is the property in?"
Voicemail Protocol
Check voicemail at 8:00 AM, 12:00 PM, and 4:00 PM daily. Every voicemail gets a callback within 2 hours during business hours. If the PM left enough information, create a partial job record and follow System #13 for missing fields.
Step 2 — PM Recognition CheckRequired Before Proceeding▾
Before You Fill Anything
Search GHL for this PM company now. If they're an existing client, pull their Special Account Guidelines before continuing. Existing clients may have billing preferences, communication rules, or non-standard process notes that affect how you handle this intake.
Step 3 — Job Identity FieldsRequired▾
Step 4 — Property InformationRequired▾
Check Property Record First
Search GHL for this address before filling. If the property exists, pull access code, key notes, and any property quirks from the existing record. Do not ask the PM for information that's already stored.
Step 5 — Services RequestedRequired▾
✓
Vacancy Cleaning
✓
Rent Ready
✓
Interior Paint
✓
Drywall Repair
✓
Carpet Steam Clean
✓
Tile Steam Clean
✓
Carpet Replacement
✓
LVP/LVT Flooring
✓
Punch List
✓
UCR Inspection
Step 6 — GHL Record ChecklistOptional▾
Before You Close This Intake
Check every item below before moving this job to the next stage. A job is not created until the record exists in GHL.
PM Company record exists in GHL (create if new)
PM Contact linked to PM Company record
Property record exists and is linked to PM Company
Project record created with Job Type, Job Number, and Job Title
Job Status set to: Job Received
Intake Channel field filled on Project record
Services Requested field populated on Project record
Access code / instructions confirmed and saved on Property record
If new PM: Relationship Status set to Active Partner on PM Company record
Confirmation sent back to PM (or flagged for System #13 if fields are missing)
System #13 — Missing Information Protocol
Incomplete Job Tracker
No job moves forward with missing required fields. Track every incomplete intake here — what's missing, when you asked, and when the window expires.
24 Hours
Send
First missing-info request sent to PM. State exactly what's needed. Use the template.
48 Hours — No Response
Follow Up
Second contact attempt. Phone call if email was first method. Reference the original request.
72 Hours — Still No Response
Suspend
Job record is suspended. PM notified. No vendor assigned until fields are complete. Escalate to owner.
Hard Rule — System #13
No job moves to vendor assignment with missing required fields. A suspended job is not cancelled — it waits. But it does not move forward. Required fields: Property Address, City, Access Code, Services Requested, PM Contact, Job Type.
Missing Info Request Template
"Hi [PM Name] — thanks for sending this over. Before I can get your job assigned, I need a couple of details to complete the record:
· [Missing Field 1] · [Missing Field 2]
Once I have these, I'll get your job moving right away. If you'd like to call it in: 602-932-6727. — Daniel, Great Home Pro"
Active Incomplete Jobs
No incomplete jobs tracked. All clear.
System #16 — Triggers After Vendor Assignment (#15)
Work Order Generator
Fill in job details to get a ready-to-send text or email brief. Use text for Rent Ready and simple single-service jobs. Use email for multi-service jobs or anything with extra scope notes.
Sync from Intake — Pull job number, address, date, access code, and services directly from a completed intake form. Fields already in the intake won't need to be re-entered.
Job Details
Fill in what applies — blank fields are skipped in the output
✓
Rent Ready PackageHandyman
✓
Vacancy Deep CleanCleaning
✓
Drywall RepairHandyman
✓
Blinds ReplacementHandyman
✓
Carpet Steam CleanFlooring
✓
Tile Steam CleanFlooring
✓
Interior PaintPainting
Ready to copy · paste into iMessage or SMS
Fill in job details and your work order will appear here.
Subject line
GHP Work Order — [fill in details]
Body
Fill in job details and your work order will appear here.
📱 Use Text When
Single service · vendor you've worked with · straightforward access · same-day or next-morning
📧 Use Email When
Multiple services · first-time vendor · complex access · paint/flooring · needs a paper trail
Non-Negotiable Work Order RulesReference▾
01
Job number on every order
The GHL job number ties the work order to the job record, the invoice, and the vendor payment.
02
TimeCam photos called out explicitly
Every work order says "photos in TimeCam." Vendor should never have to guess what app or whether photos are required.
03
Completion confirmation — text when done
Vendor texts Daniel when complete and they've left the property. This triggers System #17 QC. No confirmation = job sits open.
04
Rate confirmed in writing every time
No verbal rate agreements. If vendor invoices a different number, the work order is the reference.
05
Work order sent before vendor leaves for the job
Not after they arrive. Not the morning of. Send when the job is confirmed and vendor is assigned.
Scope Descriptions — What Each Line MeansReference▾
Rent Ready Package
Rekey all exterior locks · replace smoke + CO detectors (TimeCam install date photo required) · test + reset all GFI outlets · replace toilet seats in all bathrooms · replace HVAC air filter · install door stops on all interior doors. Six items. All six. Every time.
Vacancy Deep Clean
Full room-by-room deep clean. Every surface a tenant touched — inside all cabinets and appliances, oven interior, fridge interior, bathroom grout, exhaust fans, baseboards, blinds both sides, closet interiors, ceiling fans. Not a maintenance clean. Show-ready standard.
Drywall Repair
Patch, texture match, sand smooth. Paint-ready finish. Texture must match existing wall — knockdown, orange peel, or skip trowel as applicable. Before + after photos required for every patch.
Interior Paint
Full interior repaint — walls, ceilings, doors, and trim. Two coats. Primer where needed. Rental unit standard: clean, even, no holidays or roller marks. Texture match on any drywall patches before painting.
Static Templates — Manual ReferenceReference▾
Fixed template formats for sending manually without the generator. Copy and fill in the brackets.
📱 Text — Simple Job
Rent Ready or single service
GHP Job [JOB#] — [DATE]
[ADDRESS]
Scope: [SERVICE(S)]
Access: [ACCESS INSTRUCTIONS]
Rate: [RATE]
Done by: [DEADLINE]
Photos in TimeCam — every room, compliance close-ups.
Text me when you're done.
– Daniel 602-932-6727
📧 Email — Multi-Service
Drywall + paint, flooring, or extra notes
Hi [VENDOR NAME],
Here's your work order for the upcoming job.
Job: GHP-[JOB#]
Date: [DATE]
Address: [ADDRESS]
Scope:
– [SERVICE 1]
– [SERVICE 2]
Access: [ACCESS INSTRUCTIONS]
Rate: [RATE]
Deadline: [DEADLINE]
[EXTRA NOTES IF ANY]
Photos: TimeCam for all photos — every room, before + after where applicable. Reply or text when complete.
Thanks,
Daniel
Great Home Pro
602-932-6727
Copy-Ready Output
Job Confirmation Summary
Generated from your intake form. Copy this into GHL notes or paste directly into a PM confirmation email.
How to Use
Fill out the Job Intake tab completely, then click Generate Job Summary. Copy and paste into GHL or send directly to the PM as a job confirmation.
Fill out the intake form and click "Generate Job Summary" to see your confirmation here.
Email Template — Confirmation
PM Confirmation Template
Send this back to the PM after job record is created. Fill in the bracketed fields.
Subject: Job Received — [Address] · [Job Number]
Hi [PM Name],
Got it — I've created a job record for [Address]. Here's what we have on file:
I'll confirm a vendor and send you a work order within 24 hours. If anything changes on your end, reply here or call us directly.
— Daniel Great Home Pro 602-932-6727
Phone — Callback Script
Voicemail Callback
Callback Opener
"Hi [PM Name], this is Daniel from Great Home Pro — returning your call from earlier. I want to make sure I get your job set up correctly. I have a quick intake form I'll walk you through — takes about two minutes. Is now a good time?"
System #35 — GHL Logging After Decline
Decline Log
Every declined contact must be logged — here for reference, and in GHL as a Contact record with Relationship Status set to Not a Fit. Do not skip GHL entry.
GHL Rule After Any Decline
If the caller has never been contacted before: create a Contact record. Set Relationship Status to Not a Fit. Log the fail reason in the Notes field with today's date. Do not create a Project record for declined contacts. Do not move them into any active pipeline stage.