How Do You Usually Handle Getting Vendor Quotes?

Question

Hey everyone, I’m Ronnie—new to BP and based in Utah. I’m exploring a career shift into the property maintenance space and trying to understand the real-world headaches that come with it.

One thing that stands out so far is how messy it can be to get multiple quotes from vendors—lots of texting, emails, and chasing people down.

For those of you managing rentals or rehabs:

• Do you usually get multiple quotes, or just go with your go-to?
• What’s the most frustrating part of coordinating vendor work?
• Any tools or systems that make it easier?

Just here to learn from those with more experience—really appreciate any feedback!

Matthew Masoud · Answer

If I don't already have relationships in the area, I always get at least 3 bids for every project.

I'm no necessarily looking for the cheapest but the best value.

For example, I'm resufacing a parking lot for a retail plaza of mine in Wichita.

I got 3 bids:

1. $2,800

2. $4,400

3. $7,900

But it's more than just costs. The quote for $2,800 shot me a text with the quote. I asked him to send photos of jobs he did before or references, he had none. I asked him if he was insured, he said, "Something like that".

The second quote seemed to be the best value. he showed me work he has done in the past. Sent me his certificate of insurance, and had a professional quote in my inbox.

We all get multiple quotes unless we have a go to in the area and even then if their price feels high we'll get additional bids.

Make sure you put together professional quotes and send them promptly after looking at the job.

Mya Toohey · Answer

@Ronald Zhanje

im very simple with computers so I have to have user friendly.  Microsoft One Drive or Google Drive work well for me.  Label the folders by client, then by address then by task. i.e. quotes-material lists-time logs-to do lists-photos and so on.  MAKE sure you keep you personal info and business separate.  Different emails and

Drew Sygit · Answer

Lots of variables:

Urgency: may not have time to get multiple bids

Size/Amount: how much are you really going to save by getting 3 bids on a $500 job?

Experience: if you've had the same job done 3 times recently, you know what the cost is, so why chase bids?

Options: it may not be possible to get multiple bids. Replaced a seawall once and there was only one company in the area that did them.

Availability: many times you contact a contractor and they are booked out weeks or months.

Reputation: you can always find a "guy" on Craigslist that can do it cheaper - but, good luck with the timing, quality, insurance, licensing and any warranty work.

Experienced investors understand all of the above and don't always chase 3 bids. Newbies waste a lot of time, or expect their PMC to do so, to save "pennies".

Mya Toohey · Answer

I'm in the Tampa bay Saint Pete area.  Build a strong team.  If you are referring to clients, give them 3 every time. Let them decide which they like. Otherwise if it goes South they don't blame you.  If the house is vacant I leave a lockbox or have an electronic lock to give code or remotely open.  It's a huge waste of time when you could be building your pipeline. Work smarter NOT Harder.  Best Wishes!

Jorge Vazquez · Answer

Hey Ronnie, great to have you here and love that you're exploring the property maintenance space—it’s way more important than people realize. After managing hundreds of units and building a portfolio of nearly 40 rentals, I can tell you the biggest pain point is exactly what you mentioned—chasing vendors for quotes, updates, and timelines. It’s a mess if you don’t build a system.

I always try to build loyalty with a solid vendor bench over time, but yes—I still get multiple quotes when testing someone new or doing big projects. The trick is starting small. Give them a test job. See how they communicate, how they clean up, and if they meet deadlines. Also, if you're tied into a property management company, leverage their vendor network. Those guys usually show up, do the job right, and don’t want to lose the PM’s business.

I saved clients thousands just by knowing which vendors to call and which items don’t need to be replaced. I call it “Tonka thinking”—don’t replace it just because it’s old. Run it until it breaks. You’ll save a ton over time.

If you want to hear more about how I’ve built systems around this and how to turn maintenance into a profit center, happy to share more. Good luck, and keep learning—it’s a valuable lane to be in!

Travis Timmons · Answer

Get quotes, but it is nice to have a go to guy that you feed a lot of business to. It allows you to call in a favor when you are in a jam. I'll give a real life example that happened this week.

We have a STR property launching with the first group coming this weekend. I was in the house over the weekend and noticed a pool of water on the floor. I have a HVAC/plumber vendor that I use almost exclusively. I've kind of stopped price shopping for things that he does. He showed up Monday morning to fix it. He told a recent referral that he was booked out a month for new jobs. Same thing happened last year - had an issue with a well and well pump at my house. He showed up on a Sunday morning to fix it and did not charge me.

My goal is to find people that I trust, do quality work, and can rely on when I really need them rather than always searching for the best deal.

Jeremy Jareckyj · Answer

You can organize it in google drive. Typically when you become more advanced as a PM you havea  core group of GO - to people that are fair, do a good job and priced reasonably.

Ronald Zhanje · Answer

Appreciate you sharing that, Matthew; really helpful!

Curious, once you get those quotes, how do you usually keep track of everything? Just email, or do you have a way you like to organize and compare them?

How Do You Usually Handle Getting Vendor Quotes?

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