Daily Operating System · Internal Use Only
PM Calling Engine
Research → Log → Call → Outcome → Follow-Up. Every step defined. No improvising. Any person can run this from day one.
🔍 Setup & Research
📞 Cold Call
📋 Call Outcomes
✉️ Post-Call Email
💼 Intro Call
➕ Add PM to GHL
1
The Daily Pattern — Do This Every Time, In This Order▼
Core Rule
One PM at a time. Research first — always. The 3–5 minute research step changes your posture from cold vendor to prepared professional. It matters on every call.
Step 1 — Pull one PM from your list. Just one. Open their name and city.
Step 2 — Run the AI research prompt (below). Note what comes back.
Step 3 — Classify the tier (T1 / T2 / T3) based on what research reveals.
Step 4 — Go to the Add PM tab. Create the GHL record. Fill every field you have before the call.
Step 5 — Call from GHL in a separate tab. Return here for the script.
Step 6 — Log the outcome in GHL. Go to Outcomes tab to know what to do next.
Step 7 — Send the follow-up email if needed. Post-Call Email tab has every template.
Repeat for the next PM.
2
The Research Prompt — Paste Into Claude or Gemini▼
Copy the prompt. Swap in company name and city. Paste into Claude or Gemini. Takes under 60 seconds.
Find everything publicly available about [COMPANY NAME] in [CITY], Arizona. I'm a property maintenance vendor doing outreach. I need:
1. Years in business or founding date if available
2. Owner name or principal contact name
3. Any named staff who handle vendor coordination, maintenance, or turnovers
4. Approximate portfolio size — any mention of how many doors or units they manage
5. Types of properties they manage (SFR, condos, apartments, mixed)
6. Their website URL
7. Any reviews that mention their turnover process, vendor reliability, or maintenance issues
8. Phone number and email if publicly listed
9. Any red flags — complaints, BBB issues, lawsuits, or negative patterns
10. One sentence summary of what kind of company this appears to be
Return only what you can actually find. Do not guess or fabricate.
If research returns almost nothing — company is very small or new. Treat as Tier 3. Still call. Low research doesn't mean low potential.
3
Tier Classification — Decide Before You Dial▼
Why This Matters
Tier determines your opening line. Wrong tier = wrong service pitch = weaker call. Classify first, call second.
Tier 1 — Large
Lead: Rent Ready
50+ doors. Multiple staff. Named portfolio or maintenance coordinator. 10+ turnovers/year.
→ Reliability + documentation angle
Tier 2 — Mid
Lead: UCR
20–50 doors. Often self-coordinating. 3–15 turnovers/year.
→ Time savings + single-vendor simplicity
Tier 3 — Small
Lead: PCP
Under 20 doors. Owner-operator. Reactive maintenance. 1–5 turnovers/year.
→ Maintenance infrastructure angle
Unknown
Default: UCR
Research was inconclusive. Treat as Tier 2 until call reveals more.
→ Update tier after speaking with them
1
Opener Blount▼
The Rule
Open with a statement, not a question. A question triggers a reflex objection. A statement invites a response. Silence after the opener is a tool — use it. First person to fill the silence gives ground.
Standard Opener — All Tiers
"Hi [First Name], this is Daniel with Great Home Pro. We handle the complete rent-ready reset for property managers in Pinal County and the East Valley — smoke and CO, rekey, cleaning, photo report — one visit, one invoice, 48 hours."
Then stop. Let there be silence. Wait for them to respond.
2a
Direct Decision Maker Voss Discovery▼
They Say
"That's me." / "I handle that." / gives their name
Tier 1 (50+ doors) — Reliability Angle
"Perfect. We work exclusively with PM companies — no retail, no homeowners. For portfolios your size, the main thing we solve is vendor reliability and documentation consistency across high turnover volume. Quick question — how are you currently handling turnovers when a tenant moves out?"
Tier 2 (20–50 doors) — Time Savings Angle
"Perfect. We handle full turnover coordination — condition report, cleaning, punch list, whatever the unit needs — one call, we take care of it. Most PMs your size are doing a lot of that coordination themselves. How are you currently handling it when a tenant moves out?"
Tier 3 (under 20 doors) — Maintenance Angle
"Perfect. We work with smaller portfolios to handle everything between turnovers and when they come up — filter changes, condition checks, full make-ready when a unit turns. How are you handling maintenance and turnovers right now?"
Most important question on the call. Whatever they say guides the rest. Listen. Do not fill the silence.
2b
Gatekeeper / Receptionist▼
Goal: get the decision maker's name and route to them. Do not pitch the gatekeeper.
Step 1 — Get the Name
"Hi, this is Daniel with Great Home Pro. Quick question — who handles your property turnover vendors? Maintenance coordinator or property manager?"
Step 2 — Get Connected or Get Contact
"Perfect — could you transfer me to [name], or give me their direct line or email?"
If Transferred — Open With Context
"Hi [Name], this is Daniel with Great Home Pro — [receptionist name] sent me your way. We handle the rent-ready reset for PM companies in Pinal County and the East Valley — smoke and CO, rekey, cleaning, photo report, 48 hours, one invoice. How are you currently handling turnovers when a tenant moves out?"
Now at Direct Decision Maker — continue with that section.
2c
Voicemail Blount▼
Don't pitch. Create curiosity. State your number twice. Under 25 seconds.
VM 1 — First Attempt
"Hi [Name], Daniel with Great Home Pro — 602-932-6727. We do 48-hour rent-ready resets for property managers in Pinal County and the East Valley — one visit, one invoice. Happy to tell you more when you have 90 seconds. 602-932-6727."
Target: 18 seconds
VM 2 — Compliance Angle (Attempt 2 or 3)
"Hi [Name], Daniel again — Great Home Pro, 602-932-6727. I want to make sure you heard about the smoke and CO compliance piece we include on every turnover. Most PMs I talk to didn't realize that was a liability gap. If that's worth 60 seconds, call me back. 602-932-6727."
Target: 22 seconds
VM 3 — Final / Easy Out
"Hi [Name], Daniel with Great Home Pro — last message, 602-932-6727. We work with a limited number of recurring PMs in Pinal County and the East Valley to keep scheduling tight. If you ever need a reliable backup vendor for turnovers, I'd love five minutes. If the timing isn't right — no worries at all. 602-932-6727."
Target: 25 seconds · After this: log NO in GHL, set 30-day re-contact
3a
They Use Outside Vendors▼
The Structural Difference
"The difference between us and a handyman is structural. A handyman is one person. We're a managed service with a vendor bench behind us. When one person can't show, we find the replacement before we call you. When the job is done, you get the same documentation format every time — not whatever they felt like writing down. You're not managing a person anymore. You're using a system."
No-Oriented Ask (Voss)
"Would it be crazy to let us do one turn so you can see the photo report and the process firsthand? No contract, just one job."
"Would it be crazy to…" almost always gets "no, that wouldn't be crazy." Low-friction path to yes.
3b
In-House Team▼
Position as Overflow / Backup
"Totally understand — most PMs do. We work best as your overflow or emergency team. When your crew gets behind, you have multiple turns at once, a tenant trashes a unit, or you need something done before an inspection — that's exactly where we come in. One call, we handle the full reset."
The Ask — Get the Email
"Can I send our vendor info so you have us on file for the next time you get jammed? What's the best email?"
Get the email. Log as MAYBE. Send Path B email same day. Set 14-day follow-up.
3c
They Show Interest / Ask Questions▼
Full Value Bridge — Concise
"Here's what the Rent Ready Standard includes every single time: smoke and CO detectors replaced and dated, exterior locks rekeyed with fresh key set, toilet seats replaced, air filters replaced, GFI outlets tested and reset, light bulbs checked and replaced, door stops checked, caulk touched up where needed, and a complete photo-documented condition report in your inbox same day. $350 flat — no matter the unit size."
Volume Question
"What's your turn volume like right now — are you doing 5–10 a month or more?"
Let them answer. Don't interrupt. Pipeline size and urgency come from their answer.
4
Objections Mirror · Label · Ask▼
Most objections are MAYBE signals, not NO signals. Mirror → Label → Ask. Never argue. Never defend.
"We already have vendors we work with."
Mirror
"Already have vendors you work with?" [3-second pause]
Label
"It sounds like you've got a setup that works and you're not looking to add another relationship to manage."
Ask
"What does your current turnover process look like end to end — is one vendor handling all of it or is it spread across a few?"
"Just send me an email."
Ledge
"I'll absolutely do that — I just want to make sure I send you the right thing. Can I ask one quick question first?"
Ask
"What's the most time-consuming part of your turnover process — the coordination, the documentation, or something else?"
"We're good with what we have right now."
Label
"It sounds like vendor reliability hasn't been a real pain point for you."
Ask
"Out of curiosity — are your vendors handling the smoke and CO compliance documentation too, or is that something you're tracking separately?"
"How does $350 compare to what I pay now?"
Ask
"What are you currently paying separately for rekey, smoke/CO, and cleaning — are those on separate invoices?" [Let them add it up.] "Our $350 covers all of that plus the photo condition report. Most PMs find it comparable or lower when they add up the pieces — and it's one call instead of three."
"I'm not the decision maker / need to check with someone."
Ask
"Of course — who would be the right person? Would it help if I sent a one-pager directly to them, or would you prefer to pass it along yourself?"
"No turnovers coming up right now."
Ask
"Totally understood. When they do come up — what's the best way to reach you, and what lead time do you usually give a vendor?"
MAYBE. Get permission to follow up. Log and set 2-week re-contact.
5
Close Blount Step 4▼
Ask for one turn. Not a contract. Not a partnership. One job.
Primary Ask — No-Oriented
"Would it be crazy to let us do one turn so you can see the photo report and the process firsthand? No contract, just one job."
If Warm But Not Ready
"What would need to be true for you to give us a shot at one turn?"
When They Say Yes — Stop Selling
"Perfect — what's the address, and when do you need us there? I'll confirm the 48-hour window and you'll have the photo report in your inbox same day."
Once they say yes — stop. Get address, move-out date, access info. Get off the phone. Do the job.
Graceful Exit — Hard No
"Appreciate your time. I'll keep your info on file — if your current vendors ever drop the ball on a turn, give us a call. We can usually be on-site within 24–48 hours."
Log Every Call Here First — Then Follow the Outcome Guide Below
Fill this form in GHL within 30 minutes of every call. A call without a logged outcome did not happen.
—
The Rule — Every Call Gets a Logged Outcome▼
Non-Negotiable
A call without a logged outcome in GHL did not happen. Log within 30 minutes of the call ending. Every outcome below has exactly one defined next action. Find your situation and do what it says.
A
No Answer — Attempt Tracker Follow This Sequence▼
AttemptActionTimingGHL Log
Attempt 1
No answer. No voicemail. Log and move on.
Call back 4–6 hrs later or next morning
No Answer #1
Attempt 2
No answer again. Leave VM 1 this time.
Next business day, different time of day
VM Left #1
Attempt 3
No answer. Leave VM 2 (compliance angle).
3 days after VM 1
VM Left #2
Attempt 4
No answer. Leave VM 3 (final / easy out).
5 days after VM 2
VM Left #3 — Final
Attempt 5
No answer. No voicemail. Last attempt.
1 week after VM 3
Final Attempt
→ Lost
5 attempts, zero engagement. Behavioral NO.
Set 90-day re-contact task
Lost — Unresponsive
A different time of day matters. Morning people don't answer at 4pm and vice versa. Rotate your call windows.
B
Reached Gatekeeper Only▼
Got name, no transfer
MAYBE
Log decision maker's name. Call back in 24 hours asking for them by name. Use Attempt Tracker starting from Attempt 2.
→ GHL: Contact Made — Gatekeeper · Follow-up: 24 hrs
Got email from gatekeeper
YES
Send Path D email within 10 minutes. Log email sent. Follow-up call in 2 business days.
→ GHL: Email Sent — Gatekeeper Route · Follow-up: 2 days
C
Spoke With Decision Maker — All Results▼
Booked a job
YES — Job
Get address, move-out date, access info on the call. Send Path A email within 10 minutes. Advance GHL to Active Partner. Create Project record.
→ GHL: Active Partner · Email Path A · Create Project
Booked an intro call
YES — Call
Confirm date and time. Send calendar confirmation email. Review Intro Call tab before that meeting.
→ GHL: Intro Call Scheduled · Confirmation email
Interested — send info
MAYBE — Warm
Get their email on the call. Send Path A or B email within 10 minutes. Set 2-day follow-up task in GHL.
→ GHL: Follow-Up · Path A or B · Follow-up: 2 days
Has vendors — send backup
MAYBE — Cool
Get email. Send Path C email (backup coverage) within 10 minutes. Set 14-day follow-up task.
→ GHL: Follow-Up · Path C · Follow-up: 14 days
Not interested — hard no
NO
Respect it. Don't push. Log the reason. Set 90-day re-contact unless they were definitive and final.
→ GHL: Inactive or Not a Fit · Re-contact: 90 days
Wrong person — referred me
REDIRECT
Get referred name and contact method. Update GHL contact record. Call the referral same business day if possible.
→ GHL: Update contact · Call referral today
D
MAYBE Zone Follow-Up Cadence▼
The MAYBE Zone
Most PMs live here. They are your future clients. Your job is to stay visible and available without being annoying. This cadence does that automatically.
DayActionChannelGHL
Day 0
First email sent based on call outcome path.
Email
Email Sent
Day 2–3
"Just making sure info came through clearly."
Email or text
Follow-Up #1
Day 7
Call or voicemail. Reference something specific from the conversation.
Call
Follow-Up Call
Day 14
Value nudge. Quick example of recent work.
Email
Follow-Up #2
Day 21
Day 21 check-in template. Short. No pressure.
Email
Follow-Up #3
Day 30
No engagement after 30 days = Behavioral NO. Move to Lost. Set 90-day re-contact.
Final touch
Lost — Unresponsive
Any reply at any point resets the clock. Stop the cadence and respond directly. Do not continue automated sequence after a live reply.
—
Email Rules — Read This First▼
Timing Rule
First email goes out within 10 minutes of the call ending — no exceptions. If they asked for info and you send it 3 hours later, you already lost the moment. GHL has their email from the call. Open the template, swap the name, send.
Path A — PM expressed interest or booked something. Service-specific.
Path B — PM asked for info without committing. General overview.
Path C — PM not interested / has vendors. Backup position only.
Path D — Only reached gatekeeper. Brief intro to route to decision maker.
1
Select Your Path — Templates Below▼
Path A
Interested / Wants info on specific service
Path B
Send me info / No commitment
Path C
Has vendors / Not now
Path D
Gatekeeper only / No PM contact
Path A — Rent Ready
Subject: Rent Ready service — Great Home Pro
Hello [Name],
Good speaking with you today.
Our Rent Ready service is built so you make one call instead of four.
The flat-rate package at $350 includes:
- Smoke and CO detector replacement
- HVAC filter replacement
- GFI outlet testing
- Lock rekey with fresh key set
- Toilet seat replacement
- Light bulbs checked and replaced
- Door stops checked
- Caulk touched up
- Completion photos and same-day documentation
One call, everything handled, documented when it's done.
When your next unit turns over, feel free to reach out and we'll get it on the schedule.
Daniel Brown
Great Home Pro
602-932-6727
Path A — UCR Version
Subject: Unit Condition Report — Great Home Pro
Hello [Name],
Thanks for taking a few minutes earlier.
Our Unit Condition Report gives you a clear picture of a vacant unit before you authorize repair spend.
For $125:
- We walk the unit
- Photograph every room
- Document condition by room
- Deliver a formatted report within 24 hours
Most PMs use the report to guide repair decisions or support deposit deductions. When your next vacancy comes up, just send us the address and we can usually schedule within a day or two.
Daniel Brown
Great Home Pro
602-932-6727
—
This report is a visual property condition assessment conducted for rental maintenance and turnover purposes. It is not a licensed home inspection, structural evaluation, or real estate appraisal.
Path A — PCP Version
Subject: Property Care Program — Great Home Pro
Hello [Name],
Following up on our conversation.
Our Property Care Program covers occupied units on a scheduled basis — so small issues get caught before they become service calls.
Each visit includes:
- HVAC filter replacement
- Smoke and CO detector test
- GFI outlet check
- Quick visual maintenance walk
Visits run every 6 or 12 months. We contact the tenant directly, handle the visit, and send you a record when it's done. You don't manage any of it.
$25/visit — filter only. $40/visit — full multi-point check.
If you want to start with a few units and see how the process works, we can set that up on your timeline.
Daniel Brown
Great Home Pro
602-932-6727
Path B — General Info
Subject: Information from Great Home Pro
Hello [Name],
Per your request — a quick overview of what we do.
Great Home Pro handles property turnovers for property management companies in the East Valley and Pinal County. We work with PMs who want one vendor to coordinate the full reset instead of managing multiple contractors per unit.
Three services:
- Unit Condition Report ($125) — documented unit walk with photos, delivered within 24 hours
- Rent Ready ($350 flat rate) — full turnover coordination, one call, completion documentation included
- Property Care Program ($40/visit) — scheduled maintenance visits for occupied units
Most PMs try us first on a single condition report or one turnover. If the process and documentation meet your standard, we go from there.
If you have a vacancy coming up and want to see how it works, feel free to reach out.
Daniel Brown
Great Home Pro
602-932-6727
—
Note: The Unit Condition Report is a visual property condition assessment for rental maintenance purposes. It is not a licensed home inspection or structural evaluation.
Path C — Has Vendors / Not Now
Subject: Backup coverage — Great Home Pro
Hello [Name],
Thanks for taking a moment earlier.
Completely understand if you're set with your current vendors. Most of the PMs we work with felt the same way initially — they simply wanted reliable backup coverage when their primary vendor's schedule got tight.
If that situation ever comes up, we're easy to reach.
Daniel Brown
Great Home Pro
602-932-6727
Path D — Gatekeeper Route
Subject: Connecting with [Company Name] — Great Home Pro
Hello,
I called earlier and was unable to reach the property manager directly.
Great Home Pro handles property turnovers for PM companies in the East Valley and Pinal County — condition reports, full turnover coordination, and preventive maintenance for occupied units.
If this is relevant to how your team handles turnovers, I'd appreciate a few minutes at the right person's convenience.
Daniel Brown
Great Home Pro
602-932-6727
2
Follow-Up Templates — When There's No Reply▼
Reply in the same thread — do not start a new email chain. Stop the sequence the moment they reply.
Day 2 — Light Reminder
Subject: Quick follow-up — [original subject line]
Hello [Name],
Just wanted to follow up on my email from [day of week].
If you have a vacancy coming up and need help getting the unit documented or rent-ready, we'd be glad to assist.
Daniel Brown
Great Home Pro
602-932-6727
Day 7 — Check-In
Subject: Next turnover — Great Home Pro
Hello [Name],
Quick check-in.
If a unit turns over soon and you need a vendor to handle the reset or condition report, feel free to reach out. We're usually able to schedule within a day or two.
Daniel Brown
Great Home Pro
602-932-6727
Day 21 — Long-Term Touch
Subject: Staying in touch — Great Home Pro
Hello [Name],
Just keeping in touch in case a vacancy comes up where we can help.
We're available for backup coverage on turnovers across the East Valley and Pinal County.
Daniel Brown
Great Home Pro
602-932-6727
—
Before the Call — Required Prep▼
Purpose of This Call
This is a discovery conversation, not a pitch. The PM does most of the talking. Your job is to listen, find where their process breaks down, match the right service to that gap, and close for a first job. Target: 10–15 minutes. Hard stop at 20.
Pull the GHL record. Review tier, service discussed on cold call, any notes from prior conversations.
Confirm the lead service is still correct based on what you know about them.
Know the differentiation statement below before the call starts. It will come up.
Differentiation Statement — Know This Cold
"The difference between us and a handyman is structural. A handyman is one person. We're a managed service with a vendor bench behind us. When one person can't show, we find the replacement before we call you. When the job is done, you get the same documentation format every time — not whatever they felt like writing down. You're not managing a person anymore. You're using a system."
1
Opening — 30 Seconds▼
Opening
"Thanks for taking a few minutes today. My goal for this call is simple — I want to learn a little about how your team handles turnovers and see whether GHP makes sense as a vendor for you. No pressure. The easiest way to find out if we're a fit is to try us on one job."
Context Reset — What GHP Does (2–3 sentences)
"Quick context: Great Home Pro handles rent-ready turnovers for property management companies in the East Valley and Pinal County. Three services — a condition report, a full turnover package, and a preventive maintenance program for occupied units. Most PMs start with one and add from there."
2
Discovery Questions Calibrated Voss▼
Ask all of these. Their answers tell you which service to lead with and what the close looks like. Do not rush past this section.
"Roughly how many units are you managing right now?"
→ Confirms tier. Update GHL if estimate was off.
"How many typically turn over in a normal month?"
→ Pipeline size and urgency. High volume = stronger Rent Ready case.
"When a tenant moves out, what does your turnover process usually look like?"
→ Most important question. Listen for how many calls they make, who they coordinate, what frustrates them.
"Do you walk the unit yourself or send someone?"
→ If they walk it themselves → UCR pitch. If not → Rent Ready.
"What part of the process tends to slow things down the most?"
→ Gold question. Whatever they say — mirror it back in your pitch.
"Do you currently have one vendor who handles the full reset, or are you coordinating multiple people?"
→ Multiple vendors → Rent Ready. Doing it themselves → UCR or PCP.
3
Service Fit — Match What You Heard▼
Lead with one service only. Reference what they just told you. One upgrade mention at most, then move to close.
If Documentation Is the Gap → Lead UCR
"Based on what you described — walking units yourself and then deciding what needs to happen — that's exactly where the condition report fits. For $125, we walk the unit, photograph every room, and deliver a formatted report within 24 hours. You get a clear action item list before you authorize a dollar of repair spend. Most PMs who try it once stop doing the walk themselves."
If Vendor Coordination Is the Gap → Lead Rent Ready
"What you're describing — coordinating four vendors every time a unit turns — is exactly what Rent Ready eliminates. One call. We handle the coordination. Cleaning, punch list, filters and detectors, rekey, completion photos. You just get the unit back with documentation. The flat rate is $350. Do you have a vacancy coming up that would be a good test?"
If Occupied Unit Maintenance Is the Gap → Lead PCP
"The problem you're describing — finding deferred maintenance the day a tenant moves out — is what the Property Care Program prevents. We schedule visits to your occupied units every 6 or 12 months, contact the tenant directly, do the maintenance check, and send you a visit record. You don't manage any of it. $40 a visit."
4
Close — Get the First Job▼
Frame it as a test, not a commitment. Low risk = easier yes.
Trial Frame
"The easiest way to find out if we're a good fit is to try us on a single unit — either a condition report or a full turnover. If the process and documentation meet your standard, we continue. If not, at least you have an honest data point."
The Ask
"Do you have any units coming vacant in the next couple of weeks that would be a good test opportunity?"
5
Intro Call Objections▼
"We already have vendors."
Label
"It sounds like you've built a vendor setup that works and you're not actively looking to replace it."
Ask
"That makes sense. What we tend to function as at first is reliable backup coverage. Worth trying once just to see the difference in the documentation?"
"Nothing coming up right now."
Ask
"No problem at all. When the next vacancy comes up, feel free to reach out. I'll send a short overview today so you have our contact on file — and when the timing's right, we'd be glad to help."