Vendor & Sub Management

Stop babysitting subs. Start building systems. Get everyone showing up on time, on budget, on spec.

Every restoration job needs outside help - plumbers, electricians, carpet installers, dumpster deliveries. One sub shows up late, another doesn't have the right materials, someone else claims "nobody told me." Meanwhile, you're the one explaining delays to the homeowner.

These four prompts create crystal-clear expectations with every vendor, every time. No confusion. No excuses.

Prompt 1: The Scope Sender

What it fixes: Vague work orders that lead to wrong materials, wrong crew size, and wrong pricing.

The Prompt:

Act as a restoration project manager creating a subcontractor work order.

Sub type: [plumber/electrician/flooring/etc]
Job address: [full address]
Scope needed: [describe work in your words]
Site conditions: [access issues, occupied/vacant, etc]
Timeline: [when needed]
Insurance job: [yes/no]

Create a professional work order that includes:
- Exact scope of work (detailed bullet points)
- Materials needed (be specific)
- Site access instructions
- Safety/protection requirements
- Other trades on site
- Completion deadline
- Insurance/documentation requirements
- Payment terms reminder
- Contact for questions

Format: Clear sections. Include "PLEASE CONFIRM RECEIPT AND AVAILABILITY" at top.

Field Example:

• You type: "Need plumber at 123 Main. Replace supply lines in 2 bathrooms. House has no water shut-off. Need done by Friday."

• AI returns: Detailed work order that prevents "I didn't know I needed to bring that" delays

• Sub response rate: 95% confirm within 2 hours with this format

Prompt 2: The Schedule Coordinator

What it fixes: The juggling act when multiple subs need access to the same job site.

The Prompt:

Act as a restoration scheduler coordinating multiple vendors.

Job address: [address]
Week of: [date]
Vendors needed: [list all trades]
Dependencies: [who needs to finish before others start]
Site restrictions: [hours, access, occupancy]

Create a vendor schedule that shows:
- Day-by-day breakdown
- Morning (AM) and afternoon (PM) slots
- Vendor name + trade + task
- Required completion before next trade
- Site access notes for each day
- Primary contact on site each day

Format as a simple weekly grid:
Monday AM: [Vendor - Task]
Monday PM: [Vendor - Task]
(Include warning about calling if running late)

Field Example:

• You type: "Plumber Monday, electrician needs walls open, drywall after both, painter last, house occupied work hours only"

• AI returns: Color-coded weekly schedule everyone can follow

• Coordination success: 80% fewer vendor conflicts

Prompt 3: The Quality Checker

What it fixes: Accepting subpar work because you don't want confrontation, then eating the cost to fix it.

The Prompt:

Act as a restoration quality control inspector writing a vendor work review.

Vendor: [name]
Trade: [type of work]
Job address: [address]
Work performed: [what they did]
Issues noted: [any problems you see]

Create a professional inspection message that:
- Lists work completed satisfactorily (start positive)
- Notes specific items needing correction
- References original scope/agreement
- Sets deadline for corrections
- Documents with photo references ([Photo 1], [Photo 2])
- Maintains firm but professional tone
- Ends with next steps clearly stated

If work is acceptable, create approval confirmation instead.
Keep factual, specific, under 150 words.

Field Example:

• You type: "Drywall guy left rough edges, didn't prime, texture doesn't match, needs to fix before payment"

• AI returns: Professional punch list that gets fixes without burning bridges

• Fix rate: 90% of issues corrected without argument

Prompt 4: The Payment Processor

What it fixes: Invoice disputes because "that wasn't in the scope" or "you said it would cost X."

The Prompt:

Act as a restoration accounts manager processing a subcontractor invoice.

Vendor: [name]
Invoice amount: [amount]
Original quote: [quoted amount]
Work completed: [verify what was done]
Change orders: [any additions]
Issues: [any problems or delays]

Create a payment approval communication that:
- Confirms work completed per scope
- Notes any variations from original agreement
- Approves payment amount (or adjustment if needed)
- Lists any deductions and why
- Provides payment timeline
- Requests W9/insurance cert if missing
- Thanks them for good work (if applicable)

Keep professional, clear about amounts, under 100 words.

Field Example:

• You type: "Plumber invoice $2,800, quoted $2,500, added water heater pan I approved, work was good"

• AI returns: Clear payment approval that documents everything

• Dispute reduction: 75% fewer payment arguments

How to Use This System

Vendor Flow:

1. First Contact: Send Scope Sender

2. When Confirmed: Add to Schedule Coordinator

3. After Work: Run Quality Checker

4. Invoice Received: Process with Payment Processor

Pro Tips:

• Always get written confirmation

• Include photos with every message

• CC your office on approvals

• Save all exchanges for 2 years minimum

Vendor Communication Templates

For repeat subs: Create vendor-specific versions

• "John's Plumbing gets bullet points"

• "Elite Electric needs Xactimate codes"

• "Quick Carpet wants square footage first"

For new vendors: Add these lines

• "First time working together - please confirm you understand scope"

• "Our standard payment terms are Net 30 upon approval"

• "Insurance documentation required - photos before/during/after"

Field Notes

"Subs actually thank me for clear work orders now. No more guessing games." - PM in Dallas

"Cut vendor callbacks by 80%. They have everything in writing upfront." - Estimator in Chicago

"The quality checker prompt saved me from paying for garbage work. Sub fixed everything listed." - Owner in San Diego

Common Vendor Issues Solved

🚫 "That wasn't in my bid" → Scope Sender documents everything 🚫 "Nobody told me when" → Schedule Coordinator proves you did 🚫 "The work was fine" → Quality Checker lists specific issues 🚫 "You owe me more" → Payment Processor shows agreements

Industry-Specific Additions

Add to prompts based on job type:

• Water: Include moisture readings for subs to match

• Mold: Add containment requirements for all vendors

• Fire: Note odor sensitivity requirements

• Large loss: Include safety meeting requirements

What's Next

This completes the Admin Automation Playbook - 20 prompts across 5 critical areas.

Save all 5 clusters. Use what fits your workflow. Modify for your market.

Your 30-day challenge: Use one prompt from each cluster this week. Track time saved. Multiply by 52 weeks. That's your annual ROI.

Built a better vendor prompt? Send it over. We test everything on real jobs. Best ones get featured with credit.