Every contractor has their own systems, tools, and preferred way of working.
The goal of this section is to centralize their information — creating one location where you can easily find contracts, communication tools, payment links, and tutorials.
This ensures smooth collaboration, faster problem-solving, and consistent documentation across your project.
In this row or section, list every contractor you’re working with — builder, designer, excavator, electrician, plumber, etc.
Each should have their own dedicated section that outlines:
The tools or apps they use
How they prefer to receive files, bids, or updates
Any documents or systems specific to their process
This helps you adapt to their workflow instead of slowing it down.
Attach or link to the contractor’s signed agreement in this row.
This may include:
Scope of work
Timeline and payment terms
Warranty or liability clauses
By linking the file directly (Google Drive, Dropbox, or PDF), you’ll always have easy access for reference or dispute resolution.
Each contractor often uses their own software. Record what platforms they use, such as:
Buildertrend, CoConstruct, or GoHighLevel
QuickBooks or Expensify for billing
Google Drive, Dropbox, or OneDrive for file sharing
Texting or Slack channels for communication
If they have tutorials or walkthroughs, link those videos or guides in this section.
Learning their system early keeps communication smooth and professional.
Many contractors use online payment portals or invoice apps.
In this section, include:
Direct payment links or QR codes
Invoice email addresses
Notes on payment schedules or deposits
Links to accounting systems (QuickBooks, Stripe, PayPal, etc.)
This eliminates delays or missed payments — and keeps your accounting records transparent and easy to track.
Add quick notes such as:
Preferred communication method
Office manager or bookkeeper contact
Days/times they’re easiest to reach
Any quirks or preferences (e.g., “prefers text over email”)
These small details make collaboration faster and more personal.
Every contractor brings their own workflow — your job is to bring organization.
By documenting their systems, linking their contracts, and tracking how they manage communication and payment, you ensure a seamless relationship and prevent confusion later.
When everyone’s information lives in one place, projects stay on time and on budget.
Home Building Master Class | The Contractor Checklist
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