How We Onboard a New Client in Two Weeks

The discovery call is 30 minutes. We ask specific questions: how many properties, what is in flight, what is broken, what are you most worried about. We listen for the operational gaps — not the ones the client describes, but the ones underneath what they describe. The contractor who has not invoiced is covering a job that went over budget. The "small maintenance issue" is a deferred inspection that should have happened 18 months ago.

After the call, we write the scope document. Not the client — us. It covers exactly what we will manage, at what cadence, with what deliverables, and what is outside scope. The client reviews it, makes changes if needed, and signs. No ambiguity about what they are buying.

We go through every vendor relationship the client has: who they are, when they last worked, what they did, whether their license and insurance are current. Most principals have not checked their contractor's license status since they hired them. Some have expired. Some have changed business structure. Some have complaints on record with the CSLB that the client does not know about.

We identify the gaps — trades where there is no vetted vendor — and start the process of filling them from our existing network or through a new vetting process. By the end of Week 1, we know exactly what the vendor bench looks like and what needs to be addressed.

Compliance calendar built: every deadline for every property, for the next 24 months, with alert dates entered and assigned. Client reporting structure set up: properties loaded, vendor contacts organized, document vault initialized. First weekly brief template configured to the client's properties and reporting preferences.

Any urgent items identified in the discovery call get triaged and addressed during Week 2. If a property has a compliance item that is 30 days out, we start that process. If a vendor needs to be replaced, we begin that sourcing. We do not wait until the calendar says we should — urgency gets prioritized immediately.

The client receives their first weekly brief on Friday of Week 2. Not a template, not a placeholder — a real brief covering the state of their properties, what was addressed during onboarding, what is open, and what is on the horizon. Operations are running.

From this point forward, the cycle runs every week. The client's job is to read the brief, respond to anything that needs their input, and stay out of the operational details. That is what they hired us for. Two weeks to get there. That is the timeline we promise, and it is the timeline we deliver.