Objective:

Learn how each contractor operates differently — and why it’s crucial to adapt to their systems rather than expect them to adapt to yours.

Learn It:

Every contractor (builder, plumber, electrician, designer) uses a unique mix of tools, contracts, and communication styles.

The goal is to centralize their systems in your Home Manual — one spot for every link, app, and document.

Log It:

✅ Create a sheet or tab labeled Contractor Systems

✅ List each professional you’re working with: builder, excavator, framer, painter, etc.

✅ Add short notes like “Prefers calls Mondays / Text only during job hours.”Contractor Systems

✅ Under each, note:

• The app or software they use (e.g., Buildertrend, GoHighLevel, CoConstruct)

• Their preferred communication method (email, text, Slack)

• Links to shared folders or group chats
  

Objective:

Centralize and secure your legal documents — no more digging through emails when disputes or questions arise.

Learn It:

Your contractor’s signed agreement is your rulebook — scope, payment terms, warranties, and timelines.

Having all contracts linked in one place keeps your records transparent and accessible for every team member.

Log It:

✅ Add a column labeled Contract Link (PDF)

✅ Upload each signed contract to Google Drive or Dropbox.

✅ Label them clearly — “Electrical Contract – Signed 03.25.25”

✅ Double-check that you (not just your contractor) have access to each file.

✅ Record key details in notes:

• Payment schedule

• Warranty length

• Scope outline
  

Objective:

Understand what technology your contractors use — and link all related guides or tutorials for easy reference.

Learn It:

Contractors often rely on different systems — accounting software, file-sharing tools, and project dashboards.

Learning their system early prevents delays and confusion.

Log It:

✅ Create columns labeled App/Tool, Login or Access Link, and Tutorial/Video

✅ Fill in:

• Buildertrend, CoConstruct, or GoHighLevel for scheduling

• QuickBooks or Expensify for billing

• Google Drive, Dropbox, or OneDrive for file sharing

✅ Add links to any tutorial videos they send or a YouTube link like “How to Use Buildertrend as a Homeowner.”

✅ Note who manages updates in each app (contractor, PM, or you).

Pro Tip: You don’t need to master their tools — you just need to know how to find information when needed.

Objective:

Create a clear, safe, and transparent method for tracking payments and invoices from every contractor.

Learn It:

Disorganized payment tracking can lead to missed invoices or double charges.

Centralizing your payment links and accounting records prevents chaos and improves trust between you and your contractors.

Log It:

✅ Add a section labeled Payments & Accounting

✅ Include:

• Direct payment link or QR code

• Invoice email address

• Deposit schedule or due dates

• Payment portal login (QuickBooks, Stripe, PayPal, etc.)
  

✅ Keep screenshots of paid invoices or receipts in a “Payments Archive” folder.

✅ Add notes like: “Invoice #105 – Paid 4/1/25 via Stripe.

”Safety Note: Never store credit card info directly in a shared document — only links or transaction confirmations.

Objective:

Document how to communicate efficiently with each contractor to avoid misunderstandings and keep the project flowing smoothly.

Learn It:

Good communication prevents 90% of construction problems.
Knowing who to contact, how they prefer to talk, and when they’re available saves time and reduces frustration.

Log It:

✅ Add notes like:

• Preferred contact: phone, text, or email

• Office manager or bookkeeper’s name and contact info

• Best times for communication (“morning texts,” “Friday calls only,” etc.)

✅ Store screenshots of key messages or summaries in a “Communication Notes” folder.

✅ Add a recurring reminder: “Weekly check-in with GC every Monday.

”Bonus Tip: At the end of your build, export this entire contractor section — it becomes your permanent Homeowner’s Network for future maintenance, remodels, or referrals.

Key Takeaway

Your Contractor Log isn’t just paperwork — it’s the heartbeat of your project organization.

By linking their contracts, systems, payments, and preferences, you transform dozens of scattered messages into one clear, accessible system.

When everyone works from the same page, your home runs smoother, faster, and more professionally.

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