SYSTEM #14
Job Setup SOP
How every job enters the system. Four intake paths. One standard setup process. The foundation every other job system depends on.
TIER 1 DEPENDENT
→ Triggers: System #15 — Vendor Assignment
→ Triggers: System #20 — PM Confirmation
What this SOP covers: The moment a PM confirms a job through any channel (phone call, text, email, or website form) — this is the process you follow to get that job fully set up in GHL. Every field filled. Job number assigned. PM linked. Cost calculated. Vendor assignment triggered. Confirmation sent. If it doesn't happen here, it doesn't happen right.
The four intake channels this system handles: (1) Phone call only, (2) Phone call followed by a text with job details, (3) Text or email with job details sent directly, (4) PM submits through the website booking form.
The four intake channels this system handles: (1) Phone call only, (2) Phone call followed by a text with job details, (3) Text or email with job details sent directly, (4) PM submits through the website booking form.
Step 0 — Identify Your Intake Channel
Before opening any form, identify how this job came in. Each channel routes to a slightly different data-collection process. The GHL record you build is identical — only how you capture the raw info differs.
Phone Call Only
PM calls, you take notes live, nothing written comes in afterward
Call + Text
PM calls to notify, then sends address, dates, and details via text
Text or Email
PM sends job details directly in writing — no call involved
Website Form
PM submits through the booking form at greathomepro.com/booking
Phone Call Only — You're the Form. The PM won't send anything in writing. Everything you need to build the GHL record you must capture during or immediately after the call. Use the phone intake GHL form below to log it while they're talking — or within 5 minutes of hanging up before details blur.
What You Must Get on the Call
- Property street address + city
- Bedrooms / unit size
- Square footage (if they know it)
- Move-out / access date
- Services needed (Rent Ready, cleaning, add-ons)
- How to access the unit (lockbox, key, PM lets you in)
- PM name, phone, email confirmed
- Any special instructions or known issues
What to Do if You Miss Something
- Call back within 15 minutes — "quick follow-up"
- Or text: "Quick question on the [address] job — what's the sqft on that unit?"
- Never guess on sqft or access — both affect pricing and scheduling
- If you can't reach them, pull sqft from Zillow/Redfin listing as a fallback — note it as estimated
GHL Form: Phone Intake — Job Setup
This form is for jobs that come in via phone call only. You fill this out yourself in GHL while on the call or immediately after. It captures all required fields for the job record.
What this form needs to capture
RequiredPM NameFirst and last — must match their GHL contact record exactly
RequiredPM Company / OfficeProperty management company name
RequiredPM PhoneNumber they called from or best callback number
RequiredPM EmailFor confirmation and invoice delivery
RequiredProperty Street AddressFull address including unit # if applicable
RequiredCityFor routing and service area confirmation
RequiredBedroomsDropdown: Studio / 1BR / 2BR / 3BR / 4BR / 5BR+
If knownSquare FootageRequired for cleaning pricing — pull from listing if PM doesn't know
RequiredMove-Out / Access DateDate unit is available for service — drives scheduling window
RequiredServices RequestedCheckboxes: Rent Ready Package / Vacancy Cleaning / Carpet Steam / Carpet Replace / Drywall Repair / Paint / Other
RequiredUnit Access MethodDropdown: Lockbox (include code) / PM Lets You In / Key at Office / Tenant Still There / Other
OptionalLockbox CodeOnly if access method = lockbox
OptionalSpecial InstructionsPet odor, known damage, HOA rules, parking, tenant left items, etc.
OptionalDeposit Required?Only for paint jobs — toggle yes/no. Yes = block scheduling until deposit confirmed
Call + Text — Easiest to Set Up. The PM calls to give you the heads-up, then texts or emails the details. You don't need to capture everything on the call. Confirm you got it, say you'll pull the details from their message. Then use the text/email you receive to fill the job setup form.
What to Get on the Confirmation Call
- "Perfect — send me the address and move-out date and I'll get it set up"
- Confirm which services they want if unclear
- Confirm their preferred contact method for the confirmation
- Nothing else needed — the text does the work
When the Text Arrives
- Open the Job Setup — Text/Email Intake form in GHL
- Copy all details directly from the message
- Screenshot or forward the text for documentation
- Proceed to GHL job record setup immediately
GHL Form: Text / Email Intake — Job Setup
Used when the PM sends job details via text or email (with or without a preceding call). You transcribe the details from their message into this form to build the GHL record. Same fields as phone intake.
What this form needs to capture — same as phone, plus:
RequiredPM NameMatch exactly to GHL contact record
RequiredPM Phone / EmailFrom their message or existing GHL record
RequiredProperty AddressExactly as written in their message
RequiredBedroomsDropdown
If givenSquare FootagePMs often include sqft in text messages
RequiredMove-Out / Access DateExactly as stated in message
RequiredServices RequestedCheckboxes — infer from message if not explicitly listed
RequiredAccess MethodUsually included in text — ask if missing
RequiredMessage SourceDropdown: Text Message / Email / Both
OptionalPaste/Screenshot of MessageCopy the raw text into this field for documentation — long text field
OptionalSpecial InstructionsAnything from their message that doesn't fit a structured field
Text or Email Only — No Call
- PM sends job details without calling first — increasingly common with established clients
- Treat exactly like the Call + Text path: open the Text/Email Intake form, fill from their message
- If any required field is missing (sqft, access, services), reply immediately to ask — don't sit on it
- Reply acknowledging receipt within 15 minutes: "Got it — I'll have confirmation to you shortly"
GHL Form: Text / Email Intake — Job Setup
Same form as the Call + Text path. This is your primary data entry point for any job where the PM sends written details. Embed the same GHL form here — it handles both scenarios.
Watch for missing sqft. Many PMs won't include square footage in a text. If they order cleaning, you need sqft to price it. Pull from Zillow/Redfin as a backup and note it as "listing estimate." Then text the PM: "Quick one — what's the sqft on [address]? Need it for the cleaning quote."
Website Booking Form — Cleanest Intake. The PM fills out the public booking form at greathomepro.com/booking themselves. All required fields are already validated. When a new submission comes in, GHL should notify you automatically. Your job is to review the submission, verify it's complete, and proceed to GHL job record setup.
What the Website Form Already Collects
- PM name, phone, email, contact preference
- Property address, city, zip
- Bedrooms, bathrooms, approx sqft
- Move-out date and access instructions
- Services: Rent Ready + optional cleaning
- Open notes / special instructions
What You Still Need to Do
- Confirm GHL contact record is linked to this submission
- Assign job number and populate all GHL custom fields
- Calculate estimated cost using the Quote Builder
- Trigger vendor assignment per System #15
- Send PM confirmation within 1 hour of submission
No GHL form needed for this path — the website form IS the intake form. However, you still need to manually complete the GHL job record (assign job number, cost calc, vendor trigger). That happens in Step 3 below regardless of intake channel.
The 6-Step Job Setup Process — All Channels
Once intake data is collected (through whichever channel above), every job follows the same 6-step setup process in GHL.
01
Find or Create the PM Contact Record in GHL
GHL Action
▼
Every job is attached to a PM contact record. Before you create a job record, confirm the PM exists in GHL and that their record is complete. Do not create duplicate contacts.
- Search GHL contacts for the PM by name or phone number
- If found: Open the record — verify phone, email, and company are current. Update if anything has changed.
- If not found: Create a new contact. Name, company, phone, email, preferred contact method, and lead source = "Referral / Inbound" unless you know otherwise.
- Tag the contact with their pipeline stage (Active Client if they're sending jobs)
- Note their GFN status in the contact record — this should already be YES if they're sending work
Never create a job record without a linked contact. A floating job record with no PM attached breaks the pipeline and makes it impossible to track PM performance over time.
02
Assign the Job Number
System Record
▼
Every job gets a unique job number used on invoices, in vendor communications, on photo folders, and in all follow-up records. It never changes after assignment.
GHL Form: Job Number Assignment
A simple internal form to log the new job and receive the assigned job number. Alternatively, handle directly in the GHL opportunity record — your choice once GHL is configured.
Job number format
FormatGHP-YYYY-####Example: GHP-2026-0042 — Year + sequential 4-digit number. Reset to 0001 each calendar year. Keep a master log of last number used so you never duplicate.
Where the Job Number Lives
- GHL opportunity record — custom field "Job Number"
- Invoice header
- TimeMark photo folder name
- Vendor dispatch text/message
- PM confirmation message
03
Build the Full GHL Job Record
GHL Action
All Fields
▼
Create a new opportunity in GHL under the PM's contact record. Every field below must be populated before you move to Step 4.
GHL Form: Full Job Record Setup
The primary internal job setup form. You fill this out for every job regardless of intake channel. It populates all custom fields on the GHL opportunity record.
All GHL opportunity fields — required unless marked optional
RequiredJob NumberFrom Step 2 — GHP-YYYY-####
RequiredPM Contact (Linked)Must be associated with existing GHL contact — not a free-text field
RequiredProperty AddressFull street address — this becomes the opportunity name
RequiredCityUsed for routing and service area reporting
RequiredBedroomsDropdown: Studio / 1 / 2 / 3 / 4 / 5+
RequiredSquare FootageEnter actual or listing estimate — note source if estimated
RequiredServices RequestedMulti-select: Rent Ready / Vacancy Cleaning / Carpet Steam / Carpet Replace / Drywall / Paint
RequiredMove-Out / Access DateDate unit is available — start of the 48hr window
RequiredScheduled Service DateThe day vendors are on site — usually same as access date or +1 day
RequiredAccess MethodDropdown: Lockbox / PM Present / Key at Office / Tenant Occupied / Other
If lockboxLockbox CodeStore securely — do not put in job title or any external-facing field
RequiredIntake ChannelDropdown: Phone Call / Call + Text / Text Only / Email Only / Website Form
RequiredPipeline StageSet to "Job Confirmed — Pending Setup" on creation
RequiredEstimated Client PriceCalculate in Step 4 — come back and populate this field
RequiredEstimated Sub CostCalculate in Step 4 — come back and populate this field
OptionalDeposit RequiredToggle — Yes required for all paint jobs. Blocks scheduling until confirmed.
OptionalTimeMark Photo FolderFolder name = Job Number. Link goes here once created in TimeMark.
OptionalInternal NotesKnown issues, tenant history, HOA rules, parking, etc.
04
Calculate Estimated Cost & Populate Pricing Fields
Quote Builder
▼
Open the Cost Analysis & Quote Builder in a separate tab. Enter bedrooms and sqft for the services requested. Copy the client price and sub cost figures back into the GHL job record.
- Open Cost Analysis tool — select the bedroom count
- Check all services that apply to this job
- Enter sqft for any cleaning or carpet services
- Copy Client Quote Total → paste into GHL field "Estimated Client Price"
- Copy Sub Cost Total → paste into GHL field "Estimated Sub Cost"
- Margin calculates automatically if you have a formula field set up — otherwise subtract manually and note it
Paint jobs: do not schedule until deposit is collected. Mark the deposit field in GHL. The vendor assignment step (Step 5) for paint jobs is blocked until deposit is confirmed.
05
Trigger Vendor Assignment
→ System #15
▼
Once the GHL record is complete and cost is calculated, assign vendors per service type. The full vendor assignment process is covered in System #15 — this step is the trigger point.
GHL Form: Vendor Assignment — Job Dispatch
Internal form to log which vendor(s) are assigned to each service on this job. Connects to the vendor roster. Triggers the vendor dispatch communication. Built under System #15.
What Triggers Vendor Assignment
- GHL job record is fully populated
- Estimated cost is calculated and entered
- Access date and method are confirmed
- Deposit confirmed (paint jobs only)
- Pipeline stage set to "Vendor Pending"
Vendor Assignment Output
- Primary vendor name logged in GHL per service
- Vendor dispatch text/message sent with job number, address, access, date, and scope
- Vendor confirmation received and logged
- Pipeline stage advances to "Vendor Confirmed"
06
Send PM Confirmation & Advance Pipeline Stage
→ System #20
▼
Once vendors are assigned and confirmed, send the PM a confirmation message. This closes the intake loop, gives them a reference number, and sets expectations on timeline and deliverables. Full protocol in System #20.
GHL Template: PM Confirmation Message
GHL message template (text or email) that auto-populates the job number, address, service date, and services confirmed. Trigger it manually from the GHL opportunity record once vendor assignment is complete. Full templates in System #20.
After sending confirmation: Set GHL pipeline stage to "Job Active — In Progress." Job setup is complete. The job now runs on the Vendor Management and Job Completion SOPs.
Final Checklist Before Leaving This Record
- Job number assigned and entered in GHL
- PM contact record linked
- All required GHL fields populated
- Estimated price and sub cost entered
- Vendor(s) assigned and confirmed
- TimeMark photo folder created with job number as name
- PM confirmation sent
- Pipeline stage = "Job Active — In Progress"
Summary — GHL Forms You Need to Build
| # | Form Name | Used For | Used By | Priority |
|---|---|---|---|---|
| 1 | Job Intake — Phone | Capturing job details from a phone-only call. Fill during or immediately after the call. | Internal (you only) | Build First |
| 2 | Job Intake — Text / Email | Transcribing job details from a PM text or email. Doubles for Call + Text path. | Internal (you only) | Build First |
| 3 | New Job Setup — Full Record | Populating all GHL custom fields on the opportunity record. Used after intake regardless of channel. | Internal (you only) | Build First |
| 4 | Vendor Assignment / Dispatch | Logging which vendors are assigned per service. Built under System #15. | Internal (you only) | Build Second |
| 5 | PM Job Confirmation Template | GHL message template sent to PM after vendor assignment. Full templates in System #20. | GHL automation / manual trigger | Build Second |
Note on GHL forms vs. webhooks: These are all internal forms — you fill them out yourself. No webhook costs apply. The website booking form at /booking is the only externally-facing form and already exists. All five forms above are private, internal-only GHL forms that cost nothing to trigger.
SYSTEM #15
Vendor Assignment SOP
How the right vendor gets selected for every job — every time — based on criteria, not memory.
✓ Requires: System #14 — Job Setup
✓ Requires: Systems #6 / #7 / #8 — Vendor Pipeline Active
→ Triggers: System #16 — Work Order
What this system does: Every time a job clears intake (System #14), a vendor must be assigned within 24 hours — no exceptions. This SOP defines the selection order, how to check availability, how to confirm the assignment, and what happens when your primary vendor can't take it. No job sits in "Job Confirmed" status without a vendor attached.
The 5-Criterion Selection Order
Run through these criteria in order — stop at the first filter that narrows you to one vendor. If two vendors are equal at any criterion, move to the next one to break the tie.
1
Service Match
Does this vendor perform the exact service required? A cleaning vendor doesn't do Rent Ready. A handyman doesn't do carpet steam. Filter to only vendors qualified for this service type first — everything else is irrelevant if they can't do the work.
2
City / Coverage Area
Does this vendor cover the city where the job is located? Greater Pinal County and East Valley are separate territories. Some vendors cover both, some cover one. Never assign a vendor to a city they haven't confirmed coverage for.
3
Availability on the Job Date
Can they be on site on the scheduled service date? This is a real-time check — contact the vendor directly. A vendor who is booked out is functionally unavailable regardless of their rating. Don't assume — confirm.
4
Performance Rating
Among available vendors who pass the first three filters, assign the one with the highest performance rating in GHL. Rating is based on: job completion rate, photo documentation compliance, callback rate (fewer = better), and PM feedback.
5
Rate
Only used to break a tie between two vendors who are equal on all other criteria. Favor the lower sub rate when everything else is identical. Never make rate the primary consideration — it's the tiebreaker, not the filter.
Step-by-Step Assignment Process
01
Pull the Job Record and Identify Required Services
GHL
▼
Open the GHL opportunity for this job. Confirm the service list is finalized and the access date is set. You cannot assign vendors if you don't know what services are needed and when.
- 1Open the GHL opportunity — confirm pipeline stage is "Job Confirmed — Pending Vendor"
- 2Read the services field — note every service required (some jobs need multiple vendors)
- 3Confirm the scheduled service date and city
- 4Check if a deposit is required (paint) — if yes, confirm deposit received before proceeding
02
Run the 5-Criterion Filter in GHL
Vendor Roster
▼
Go to your vendor roster in GHL. Filter by service type, then city. The result should be a short list. You'll confirm availability by contact in the next step.
GHL Vendor Roster View
Your vendor contacts in GHL should be filterable by service type and city. If they're not tagged properly, go back to the Add Vendor form and tag them.
↳ GHL Contact View: Filter by Service Tag + City Tag
GHL Tags Every Vendor Needs
- Service type: handyman / cleaning / carpet-steam / carpet-replace / drywall / paint
- Territory: pinal-county / east-valley / both
- Roster tier: primary / secondary / tertiary
- Status: active / inactive / do-not-use
If Roster Isn't Tagged
- Stop — do not guess from memory
- Open vendor contact records manually
- Tag them before proceeding
- A 5-minute tagging fix now saves a mis-assignment later
03
Contact Primary Vendor to Confirm Availability
Outreach
▼
Don't send the full job brief yet. Make a fast availability check first. This keeps the work order clean — you only send it when you have a confirmed yes.
Availability Check — Text Template"Hey [first name] — you available [date] for a [service type] in [city]? [bedrooms] bed unit. Let me know ASAP and I'll send the full details."
Keep it short. You're not dispatching yet — you're just checking availability. Full job info comes in the Work Order (System #16).
- 1Wait up to 2 hours for a response before moving to secondary vendor
- 2If no response: call once. Still no response: move to secondary
- 3If they say yes: log in GHL and proceed to Step 4 (send Work Order)
- 4If they say no: thank them, log unavailability in GHL, move to secondary
04
Escalation Path — When Primary Is Unavailable
Fallback
▼
Every service type needs at least a primary and a secondary vendor in your roster before you take jobs at volume. Here's the escalation order when primary is unavailable.
| Attempt | Vendor Tier | Wait Time Before Moving On | Action if No Response |
|---|---|---|---|
| 1st | Primary | 2 hours (text first, then 1 call) | Move to Secondary |
| 2nd | Secondary | 1 hour | Move to Tertiary or recruit |
| 3rd | Tertiary / Overflow | 1 hour | Call PM — be transparent, adjust timeline |
| Last resort | New vendor outreach | Same-day only | If no vendor by EOD — call PM immediately |
24-hour hard rule: No job sits in "Vendor Pending" for more than 24 hours. If you cannot confirm a vendor within 24 hours of job setup, you must contact the PM and give them a revised timeline. Silence is worse than honesty.
05
Log the Assignment in GHL & Advance Pipeline Stage
GHL Record
▼
Once a vendor confirms availability, update the GHL job record before sending the work order.
GHL Form: Vendor Assignment Log
Records which vendor is assigned to each service on this job. One entry per service. Linked to both the job opportunity and the vendor contact record.
↳ Embed GHL Form: "Vendor Assignment Log" here
Fields to log for each vendor assignment
RequiredJob NumberGHP-YYYY-#### — links this assignment record to the job
RequiredVendor Name (Linked)Must be linked to their GHL contact record — not free text
RequiredService AssignedWhich specific service this vendor is handling on this job
RequiredVendor Tier UsedPrimary / Secondary / Tertiary — for tracking how often fallbacks occur
RequiredConfirmation MethodHow they confirmed: Text / Call / Both
RequiredConfirmed Date & TimeTimestamp of confirmation
OptionalResponse TimeHow long it took to get confirmation — use to update vendor rating over time
After logging: advance pipeline stage to "Vendor Confirmed — Work Order Pending." Then proceed to System #16.
SYSTEM #16
Work Order / Job Brief Template
Everything a vendor needs to complete the job without calling GHP once. Sent on every assignment, every time.
✓ Requires: System #15 — Vendor Confirmed
→ Fires: Immediately after vendor confirmation
→ Triggers: System #20 (PM Confirmation fires in parallel)
What this does: After a vendor confirms availability, you send them the Work Order — a single, complete document with everything they need for the job. No guessing on scope. No calling to ask for the lockbox code. No confusion about photo requirements. The Work Order is the professional signal that GHP runs a real operation. Vendors who receive clean, complete briefs perform better and call back less.
When It Fires
T+0
Vendor confirms availability (System #15)
They said yes. GHL updated. Pipeline stage advanced.
≤ 30 min
Work Order sent to vendor
Full job brief dispatched via text (or email if vendor prefers). Do not wait — send it while the job is fresh and they're expecting it.
≤ 2 hrs
Vendor acknowledges receipt
They confirm they received the Work Order and the details are clear. If no ack in 2 hrs, follow up once.
Parallel
PM Confirmation sent (System #20)
Fired at the same time as the Work Order — PM learns their job is scheduled.
Work Order Generator
Fill the fields below and the work order builds live. Copy text version to send via text — copy email version for multi-service or complex jobs. Send within 30 minutes of vendor confirmation.
5 non-negotiables on every work order: Job number always at the top · TimeCam called out explicitly · Text GHP when done · Rate confirmed in writing before they leave · Send before vendor leaves the property.
Required Fields — What Every Work Order Must Contain
01
Job Identification
Always Required
▼
These fields identify the job and give the vendor a reference number
RequiredJob NumberGHP-YYYY-#### — on every work order, always at the top. Vendor uses this to label photos, invoices, and any questions they call in.
RequiredProperty AddressFull street address + city. They need to navigate there — confirm it matches the GHL record exactly.
RequiredScheduled Service DateThe specific date they should be on site. If a window is acceptable, state it explicitly.
02
Access Instructions
Always Required
Never Skip
▼
The #1 cause of vendor callbacks — always be complete here
RequiredAccess MethodState it explicitly: "Lockbox on front door" / "PM will meet you at 8am" / "Key at office — ask for [name]" / "Tenant still present — knock first." Never make them guess.
If lockboxLockbox CodeInclude in the Work Order — never make them call you for the code.
If PM-presentPM Contact InfoPM name and phone number so the vendor can call if the PM isn't there when expected.
If anyParking / HOA NotesStreet parking only, gate code, assigned spot, HOA restrictions.
03
Service Details & Scope
Always Required
▼
What they're doing and exactly what it includes
RequiredServices ListEach service on its own line. Be specific about scope — "Carpet Steam — bedrooms + hallway" not just "carpet."
RequiredUnit DetailsBedrooms + sqft. Helps them plan time, materials, and crew size.
If relevantKnown Issues / Special ConditionsPet odor, heavy damage, carpet pre-treat needed, rooms to skip, areas of caution.
If paint onlyDeposit ConfirmationMust state: "Deposit confirmed ✓ — cleared to begin." Paint vendors do NOT start work without this line.
04
Photo Requirements
Always Required
Non-Negotiable
▼
Photos are not optional. They protect GHP, protect the vendor, and are the foundation of the UCR delivered to the PM. A vendor who doesn't photo-document cannot be used at volume.
What the work order must specify about photos
RequiredBefore PhotosEntry, every room, all bathrooms, kitchen, laundry area — before any work begins.
RequiredAfter PhotosSame rooms, matching angles — after work is complete.
RequiredUpload LocationTimeMark folder named exactly as the job number. Vendor must upload before leaving.
RequiredUpload Timing"Photos must be uploaded before you leave the property." Not later. Not that night. Before they leave.
Repeat offenders lose jobs. First time a vendor misses photos — remind them and log it in GHL. Second time — conversation about whether they belong on the active roster.
05
Completion Instructions & GHP Contact
Always Required
▼
Closing the loop — what the vendor does when work is done
RequiredArrival Text"Text GHP when you arrive on site." Lets GHP know the job is underway.
RequiredCompletion Text"Text GHP when work is complete." Triggers GHP review of photos.
RequiredInvoice Instructions"Invoice same day to [email protected] with job number in the subject line."
RequiredGHP ContactDaniel — 602-932-6727. Always at the bottom of every work order.
SYSTEM #20
PM Job Confirmation Protocol
What the property manager receives within 2 hours of vendor confirmation. Sets professional expectations and eliminates the PM follow-up call.
✓ Requires: System #14 — Job Set Up
✓ Requires: System #15 — Vendor Confirmed
→ Fires: Within 2 hours of vendor confirmation
→ Fires in parallel with: System #16 — Work Order
Why this matters: The PM submitted a job. From their perspective, it just went into a black box. The PM Confirmation closes that loop — it tells them their job was received correctly, it's scheduled, here's the reference number, and here's exactly what they'll receive when it's done. A PM who never has to follow up on job status is a PM who trusts you. That trust is what keeps them sending jobs.
Timing Rules
When to Send
- Within 2 hours of vendor confirmation (System #15 complete)
- Never before vendor is confirmed — don't promise what isn't locked
- Sent in parallel with the Work Order to the vendor
- If job came in via website form, target under 1 hour
Never Do This
- Send a confirmation before vendor is confirmed — you may have to walk it back
- Send a generic "got your job" reply with no details or job number
- Wait until the day before the job to confirm — that's a reminder, not a confirmation
- Let a PM go more than 4 hours without acknowledgment during business hours
Channel Selection — How to Send It
Send via the PM's preferred contact method as recorded in their GHL contact record. When in doubt, match the channel they used to send the job.
| How Job Came In | Default Confirmation Channel | Note |
|---|---|---|
| Phone call only | Text (with full details in writing) | Call first if they called — then follow up with written confirmation text |
| Call + text | Text reply to their thread | Keeps the conversation continuous and easy to reference |
| Text / email from PM | Reply in kind (text → text, email → email) | Match their medium — don't switch channels unexpectedly |
| Website booking form | Email (auto-triggered from GHL) + text follow-up | Email for documentation; text to make it feel personal and real-time |
Confirmation Templates
GHL Template: PM Job Confirmation — Text Version
Build in GHL's template system. Variables auto-fill from the job opportunity record. Triggered manually or via automation after System #15 is complete. Text version is the default for most PMs.
↳ Build GHL Message Template: "PM Confirmation — Text" here
PM Confirmation — Text TemplateHi {{ pm_first_name }} — confirmed on {{ property_address }}.
Job #: {{ job_number }}
Services: {{ services_list }}
Scheduled: {{ scheduled_service_date }}
You'll receive the UCR + before/after photos same day as completion. Invoice follows with the report.
Any questions — Daniel, 602-932-6727.
Keep it short. The PM needs a reference number and a date. If they have a question, they'll ask. If you've given them the essentials, most won't need to.
GHL Template: PM Job Confirmation — Email Version
Used for website form submissions and email-preference PMs. More formal — includes all the same information but structured as a professional email they can save and reference. Subject line always includes job number and address.
↳ Build GHL Email Template: "PM Confirmation — Email" here
PM Confirmation — Email TemplateSUBJECT: Job Confirmed — {{ job_number }} · {{ property_address }}
Hi {{ pm_first_name }},
Your property has been confirmed and scheduled. Here are your details:
JOB NUMBER: {{ job_number }}
ADDRESS: {{ property_address }}, {{ city }}
SERVICES: {{ services_list }}
SERVICE DATE: {{ scheduled_service_date }}
WHAT YOU'LL RECEIVE:
Upon completion, you'll receive:
— Unit Condition Report (UCR) with before/after photos
— Compliance documentation (smoke/CO install dates)
— Invoice — all delivered same day as job completion
No action needed on your end. We'll handle access per the instructions you provided. If anything changes before the service date — new access code, updated timeline, additional scope — just reply to this email or text 602-932-6727.
— Daniel
Great Home Pro · 602-932-6727 · [email protected]
Subject line format is critical — it makes this email easy to find in the PM's inbox. Keep the body clean and scannable — PMs read on mobile.
What Every PM Confirmation Must Include
01
Job Number — Always at the Top
Required
▼
The job number is the PM's reference for any follow-up question. Give it to them up front so they have it.
Always in the format: GHP-YYYY-#### — e.g. GHP-2026-0042. Put it in the subject line of emails. Put it first in text messages.
02
Confirmation of What They Requested
Required
▼
List the address and the services. This is proof that you received their information correctly. If there's a typo in the address or a service got missed, this is where the PM catches it — before the vendor shows up to the wrong place.
Don't abbreviate or paraphrase services. If they asked for "Rent Ready + Vacancy Cleaning," write those words exactly.
03
Scheduled Service Date
Required
▼
Tell them when the work will happen. This is the most important practical piece — it's what the PM needs to answer if their tenant or owner asks "when is the unit getting turned over?"
If date is firm
- State it directly: "Scheduled: Tuesday, March 18"
- Don't give a range if you have a confirmed date
If date is a window
- Be honest: "Scheduled within the 48-hr window of March 17–18"
- Never imply a specific date if the vendor only committed to a window
04
What the PM Will Receive Upon Completion
Required
▼
Every PM confirmation must state what they'll receive when the job is done. This is a professional commitment — it removes any ambiguity about what GHP's deliverable is.
Standard deliverables to state in every confirmation
AlwaysUCR (Unit Condition Report)Item-by-item condition findings with recommendations and GHP pricing — same day as completion
AlwaysBefore & After PhotosFull walkthrough — every room — delivered with the UCR
AlwaysInvoiceDelivered same day with the UCR — not later, not separately
If Rent ReadyCompliance DatesSmoke/CO detector install dates documented — compliance file ready for their records
05
No-Action Statement + GHP Contact
Required
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Tell them nothing is required from them. This is the professional signal that GHP has it handled.
Standard Closing Line (text version)"No action needed — we'll handle access per your instructions. If anything changes, just text this number."
Three jobs from now they'll stop reading the confirmation entirely because they trust the system. That's the goal.
After sending: Advance the GHL pipeline stage to "Job Active — Vendor on Job." Both the Work Order (System #16) and PM Confirmation (System #20) are complete. The job is live.
Summary — GHL Templates to Build for System #20
| Template Name | Type | Channel | When to Use |
|---|---|---|---|
| PM Confirmation — Text | GHL Message Template | SMS / Text | Most jobs — default for phone/call+text/text-only intake |
| PM Confirmation — Email | GHL Email Template | Website form submissions and email-preference PMs | |
| PM Confirmation — Call + Text Combo | Call script note + text template | Call first, text to follow | High-value PMs or first-job situations where a personal call adds trust |