What a property manager needs from a repair vendor

Certificate of insurance (COI)

Before a vendor sets foot on a managed property, most managers need a current certificate of insurance on file, often naming the management company or owner as an additional insured. It protects the owner if something goes wrong and keeps the vendor compliant with the management agreement. We carry insurance and provide a COI on request, and we keep it current so your compliance file never lapses mid-project.

W-9 and clean invoicing

For year-end 1099 reporting, you need a W-9 on file for every vendor you pay. We provide ours up front. Just as important is how the invoices read: each job invoiced against the specific unit or property, with line items you can drop straight into your books and pass on to an owner. If you manage several buildings, we keep them separate and consistent so reconciliation is quick rather than a monthly puzzle.

Documentation you can forward

Owners and tenants both ask "what was actually done?" We answer that for you: before/after photos and a short written note per job, tied to the unit. That record settles security-deposit questions, supports an owner's expense, and gives you something to forward without having to chase the vendor for details after the fact.

Predictable response times

You are not looking for 24/7, you are looking for predictable. We are not an around-the-clock service, and we say so plainly. What we commit to is a same-business-day reply and a realistic window for the visit, with active water damage prioritized. Knowing when a vendor will actually be there is worth more than a promise nobody keeps.

One accountable contact

The same insured founder is on every job, so you are not re-explaining your properties, access quirks, and preferences to a rotating crew. Over time that continuity is what turns a vendor from a gamble into a default.

How this looks in practice

Put together, the checklist is short: a current COI on file, a W-9 for accounting, per-property invoices with real line items, photo documentation you can forward, a predictable response window, and one name to call. None of it is exotic, it is simply the paperwork and reliability that a busy manager should be able to take for granted but too often can't. We keep those pieces current so onboarding us is a one-time setup, not a monthly chase. And because we refer out regulated electrical, plumbing, and gas work rather than improvise, you always know exactly what falls to us and what needs another trade.