Stage 01 — Required Before Anything Else
Document Collection
These four documents must be in hand before a vendor is assigned any job. Do not skip this stage — no docs, no work.
Hard rule: A vendor without a signed subcontractor agreement and W-9 on file cannot be assigned any job — Rent Ready, cleaning, or otherwise. These protect GHP legally and ensure payment processing can happen.
Required Documents — All Four Must Be Collected
Required
✓
Certificate of Insurance (COI) — General Liability
Minimum coverage: $1M per occurrence / $2M aggregate. GHP listed as additional insured if available. Even basic solo operator coverage is acceptable — just confirm it exists.
✓
W-9 Form — Required for 1099 filing
Must be current year. Legal name or business name must match what they invoice under. File in vendor folder.
✓
Signed Rate Agreement — Flat rates confirmed in writing
Rate sheet sent via email or DocuSign. Vendor confirms rates by reply or signature. No verbal-only rate agreements.
✓
Signed Vendor / Subcontractor Agreement
GHP vendor agreement covering scope standards, photo documentation, callback policy, payment terms, and confidentiality. Must be signed before activation.
Optional / Situational Documents
Optional
✓
ROC License (Arizona Registrar of Contractors)
Required for work over $1,000 single job. Not required for standard Rent Ready or cleaning scope. Note if they have one — it's a plus.
✓
Business License or DBA documentation
Useful if their invoicing name differs from their W-9 legal name. Not required for sole proprietors.
✓
ACH / Bank details for direct deposit setup
Routing + account number. Needed to set up ACH payment in QuickBooks or payment processor. Collect once docs are in.
Storage rule: All documents go into the vendor's GHL contact record as attachments, plus a Google Drive folder labeled by vendor name. Never store only locally — if your device fails, you lose the file.
Stage 02 — Lock In Before First Job
Rate Confirmation
Rates discussed on the interview call must be confirmed in writing. No assumptions. No verbal-only agreements.
| Service | Sub Rate (GHP Pays) | Notes |
|---|---|---|
| Rent Ready Visit | $125 flat | ~1–1.5 hrs · rekey + detectors + filters + GFI + toilet seat |
| Drywall — Level 1 | $60 | Nail holes, small dings — no texture required |
| Drywall — Level 2 | $135 | Medium holes up to 6" with texture match required |
| Drywall — Level 3 | $275 | Section replacement · full texture match · prime included |
| Blind Install | $10 / blind | GHP supplies blind · vendor installs only |
| Vacancy Deep Clean | $[negotiated] | Confirm per-unit rate based on avg sq footage in market |
| Carpet Steam Clean | $[negotiated] | Per unit · vacancy only · truck-mount preferred |
| Tile Steam Clean | $[negotiated] | Per unit · vacancy only |
| Carpet Replacement | $[sq ft + labor] | GHP supplies carpet · vendor installs · confirm per-sq-ft rate |
| LVP / LVT Install | $[sq ft + labor] | GHP supplies material · vendor installs · confirm per-sq-ft rate |
| Interior Paint — 2BR | $1,125 | Paint + labor + materials included · all 4 surfaces |
| Interior Paint — 3BR | $1,525 | Paint + labor + materials included · all 4 surfaces |
| Interior Paint — 4BR | $1,925 | Paint + labor + materials included · all 4 surfaces |
Rate Confirmation Checklist
Required
✓
Rate sheet emailed to vendor with their specific services highlighted
Send only the services relevant to their trade — don't send the full rate table to a cleaning company.
✓
Vendor replied confirming rates in writing (email reply or signed agreement)
✓
Any negotiated rates (cleaning, flooring, paint) documented in their GHL contact note
Tag the note: "Confirmed Rate — [Date]" so there's no ambiguity later.
✓
ACH / payment method confirmed — no cash apps, no checks
Paint float reminder: For painting subs — they carry their own materials. GHP collects a 50% PM deposit before scheduling any paint job. Sub is paid after PM final payment, approximately 15–17 days post-completion. Confirm the vendor understands this window before activation.
Stage 03 — System of Record
GHL Record Setup
Every active vendor needs a complete record in GHL before they receive any job. This is the single source of truth for scheduling, payment, and performance tracking.
1
Create Vendor Contact in GHL
Go to Contacts → New Contact. Select the
Vendor record type. Enter full name, business name, phone, email, and service type tag.2
Tag Trade Type and Service Area
Apply tags: trade type (e.g.,
Handyman, Cleaning, Flooring-Clean, Flooring-Replace, Painting) + service area cities they cover. This drives SmartList filters.3
Set Pipeline Status: "Pending Activation"
Vendor stays in
Pending Activation status until all 4 documents are received, rates confirmed, and trial job is assigned. Do not move to Active until trial job is complete.4
Upload Documents to Contact Record
Attach COI, W-9, signed rate agreement, and signed vendor agreement directly in the GHL contact. Label each file clearly:
COI_[VendorName]_[Year], W9_[VendorName]_[Year], etc.5
Log Assignment Level in Contact Note
From interview evaluation: note their assignment level (
Primary, Secondary, or Overflow) and any capability limitations (e.g., "Carpet only — does not do tile steam", "No texture match — drywall Level 1 only").6
Add to Vendor Scheduler Object
Associate the vendor contact with the
Vendor Scheduler object in GHL. Set their typical availability (M–F, same-day capable, next-day only, etc.) for job dispatch reference.GHL Setup Checklist
GHL
✓
Vendor contact created with correct record type
✓
Trade type tag and service area cities applied
✓
Pipeline status set to "Pending Activation"
✓
All 4 required documents uploaded and labeled
✓
Assignment level and capability notes logged
✓
Vendor Scheduler object associated and availability set
✓
ACH payment details added to contact for payment processing
Stage 04 — Before Full Activation
Trial Job Assignment
Every new vendor gets one trial job before being moved to Active status. This is a real job — not a test — but it is evaluated more closely than any subsequent assignment.
Trial Job Rule
One trial job before full activation — no exceptions.
The trial job confirms that what the vendor said on the interview call matches what they actually deliver. It also gives them a chance to learn GHP's photo documentation and communication standards in a low-stakes context.
Before Assigning the Trial Job
Required
✓
All 4 required documents confirmed received (Stage 1 complete)
✓
Rates confirmed in writing (Stage 2 complete)
✓
GHL record fully set up (Stage 3 complete)
✓
Trial job selected — lower complexity preferred (standard Rent Ready or single-room clean)
Don't send a new vendor on a complex multi-trade job as their first assignment.
During the Trial Job
Required
✓
Written scope sent before vendor arrives — address, access info, full checklist
No verbal-only scopes — ever. Especially on trial jobs.
✓
Vendor confirms job received and understood (text or call)
✓
Before photos uploaded by vendor before starting work
✓
After photos uploaded and reviewed by Daniel — every room, every item
This is where you confirm their documentation standard. If photos are poor, address it immediately — it won't improve on its own.
✓
Invoice received same day job is completed
After the Trial Job — Evaluate
Required
✓
Work quality matches what was confirmed in the interview
✓
Photo documentation was thorough and usable
✓
Communication was responsive and professional throughout
✓
No callbacks or redo requests required
If a callback was needed — note it, evaluate how they handled it. Willingness to return without pushback matters as much as the original work quality.
✓
Trial job outcome logged in GHL contact note
If trial job fails: Do not activate the vendor. Have a direct conversation — explain exactly what was missing. Give one more chance only if the failure was minor and they responded well. If quality is fundamentally off or communication was poor, thank them and move on. A bad sub costs more than no sub.
Stage 05 — Final Step
Activation
All prior stages complete, trial job passed. Move vendor to Active status and add them to the dispatch roster.
Activation Checklist
Required
✓
GHL pipeline status updated: "Pending Activation" → "Active Vendor"
✓
Assignment level confirmed in contact record (Primary / Secondary / Overflow)
✓
Vendor added to trade roster in Vendor Prospecting Hub (mark Active)
✓
Welcome text sent confirming they're on the active roster
"Hey [Name], you're officially on our active roster — expect your first job assignment via text when the next turn comes through in your area. Thanks for getting everything in."
✓
Bench count updated for their trade type (see Stage 6 below)
Roster Reference — Ongoing
Bench Targets by Trade
Minimum depth required for each trade type before GHP can reliably service volume. Keep prospecting until targets are met — then maintain.
Cleaning
4+
Min Active Vendors
Current: —
Paint / Drywall
3+
Min Active Vendors
Current: —
Carpet / Flooring
3+
Min Active Vendors
Current: —
Handyman
2+
Min Active Vendors
Current: —
Why these targets matter: A single-vendor trade is one sick day away from a broken promise to a PM. Primary gets the first call. Secondary gets the overflow or backup. Tertiary handles volume spikes. You need depth in every trade before you can confidently take on volume PM clients.
Cleaning is your highest-frequency need. Aim for 4 active cleaners — East Valley coverage and Pinal County coverage should each have at least 2 vendors. Never rely on one cleaner to cover the full territory.