Hi everyone, and happy Tuesday! Last week the Hillsborough County Sheriff's Office announced "Operation Bad Builder": 50 people arrested between June and early October, mostly for contracting without a license or leaving homes worse than before. Their advice: check the license with DBPR, ask for proof of insurance, get the scope in writing, and don't pay the full amount up front. That covers who you hire. But what about after the job starts, when you're in another state and can't walk the site? • What does your contractor send you that actually helps you trust the progress: photos, video calls, a local inspector? • Where did you get burned when you weren't there? • What do you require now before releasing a payment? What does your contractor send you that actually helps you trust the progress: photos, video calls, a local inspector? Where did you get burned when you weren't there? What do you require now before releasing a payment? From 15 years in construction, my rule is simple: money follows a finished stage, not the calendar. Curious how you do it from a distance. Have a great day!

Great post . We've been burned before on a Commercial roof and it took months to track the guy down. I think his mom died 3 times in the process or atleast that was the story. We pay for materials and have them delivered to the job. we contract labor with a scope to be paid out with pictures, videos and or a walk if we are local. This applies for subs and for our own guys with daily progress pics to be put into a tracker. I haven't been a state away yet, but looking forward to learning more from this group!

Hi Vladimirs, happy Tuesday! Out-of-state rehabs can definitely be nerve-wracking, especially with headlines like the recent sting in Florida. As a private lender, we see the good, the bad, and the ugly of long-distance flips. To protect both the investor and our capital, we never release funds based on a calendar. We require third-party draw inspections. Instead of relying on the contractor's photos, an independent local inspector walks the site, takes date-stamped photos, and verifies the exact percentage of completion for each line item. Only then does the money move. Video calls are great for a quick pulse check, but nothing beats an unbiased set of eyes on the ground before a wire goes out. Stay safe out there, and feel free to reach out if you need any help!

If I could only get one thing each week, it would be a live video walkthrough, not just photos. Photos help, but a walkthrough lets you ask questions in real time and see the corners, the finishes, and the work that is still open. I would pair that with a written scope for each stage before work starts, so everyone agrees on what 'done' means. Then I would tie payments to completed stages, not to dates, and keep a small holdback until a final walkthrough is done. For a larger job, I would also have a trusted local person or inspector check the work before a big draw. That combination keeps surprises smaller, and it gives you a clear record if you ever need to sort out a disagreement.

For me, photos alone aren’t enough unless they’re tied back to the actual scope. If I were managing this remotely, I’d want each progress update to show: • The specific scope line being completed• Before and after photos from the same angle• Any concealed-condition issue documented before extra work is approved• Change orders separated from the original scope• Final photos matched against the original line items before payment The biggest problem I’ve seen isn’t always whether work was done — it’s whether everyone is working from the same definition of “done.” A clear line-item scope makes the photos, invoices, and progress draws much easier to verify.

@Brian Askew thanks, Brian, and welcome to BiggerPockets! Agreed, a clear line-item scope is what makes the photos, invoices and draws verifiable. Logging concealed conditions before any extra work is approved is a great one, and often skipped. Your point on keeping change orders separate from the original scope made me think of something local. Since you're in Tampa Bay and our family is relocating to Florida: after Helene and Milton, when the scope on an older flood-zone house lands close to the FEMA 50% line, what do you usually see investors do: trim the scope, phase the work, or budget for elevation from day one? Have a great evening!

Your rule is the right starting point, Vladimirs — money follows a finished stage, not the calendar. I operate 17+ units across Worcester, Warren, and Revere, MA, and even as a “local” owner I'm not on site daily, so we verify the way an out-of-state owner has to. What works for us: • Scope broken into defined stages before work starts. No draw releases until that stage is documented with dated photos and a short live video walkthrough — not stills the contractor chose. • Each draw matched to invoices and receipts for materials actually on site. • Big stages confirmed by a separate set of eyes — our own management team (I co-founded TWM Residential), never the contractor's word alone. • Final payment held until the punch list is closed and the work passes our walkthrough. The burn comes from paying ahead of verified work — once you're behind the money, the leverage is gone. Happy to connect — DMs are open.

@Inder Singh thank you, Inder, this is a real system! Matching each draw to invoices and receipts for materials on site is the piece I rarely see people mention, and it closes the gap that photos can't. We do the same on our Swiss projects, plus one thing: the next stage doesn't start until the previous one is accepted, so a problem never gets buried under new work. Happy to connect, I'll send you a request. With 17+ units, do you still walk the big stages yourself, or has your team taken that over? Have a great evening!

Great question. I put it in the contract — the punch list walkthrough and sign-off is a defined milestone tied to a payment. Handshakes work until they don't, and a signed list gives both sides the same definition of done. My contractors actually prefer it too, since it ends the "one more thing" loop cleanly.

@Vladimirs Veiss, I’d decide what proof closes each stage before the work starts. A photo can show that drywall is up; it may not show what happened behind it or whether the work matches the scope. For an out-of-state job I’d want the original scope broken into measurable checkpoints, same-angle photos or video, and an independent local walkthrough at the milestones where later corrections would be expensive. Then the payment decision is tied to an agreed deliverable instead of a reassuring update.

Out-of-state rehab in Florida: how do you know the work is really done?

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Out-of-state rehab in Florida: how do you know the work is really done?

Vladimirs Veiss

Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes

Hi everyone, and happy Tuesday!

Last week the Hillsborough County Sheriff's Office announced "Operation Bad Builder": 50 people arrested between June and early October, mostly for contracting without a license or leaving homes worse than before. Their advice: check the license with DBPR, ask for proof of insurance, get the scope in writing, and don't pay the full amount up front.

That covers who you hire. But what about after the job starts, when you're in another state and can't walk the site?

What does your contractor send you that actually helps you trust the progress: photos, video calls, a local inspector?
Where did you get burned when you weren't there?
What do you require now before releasing a payment?

From 15 years in construction, my rule is simple: money follows a finished stage, not the calendar. Curious how you do it from a distance.

Have a great day!

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Ametria Chaney

Realtor · Memphis, Shelby County · Member since 2026 · 261 posts · 94 votes

I would not pick a fixed percentage first, because the holdback should match the value of the unfinished and punch-list work, not just a round number. The choice between a smaller and a larger holdback matters less than having it agreed in writing before work starts, with a clear final walkthrough step before the last payment is released. For larger draws, I would prefer verification from someone without a financial interest in that draw, such as a licensed inspector or another trusted local person, rather than relying only on the contractor's own report. That separation keeps the draw tied to finished work, and it gives both sides a clear record if anything still needs correcting.

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Vladimirs Veiss
OP
Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
1w
A quick follow-up, because I keep thinking about this one. On our Swiss jobs the client often wasn't on site. What worked for us was simple: every stage was closed with photos taken from the same angles as the "before" photos, and nobody got paid for a stage until the client had seen them. It ended most arguments before they started.
So here's my question for everyone investing out of state: if your contractor could send you only ONE thing at the end of each week, what would you want it to be? Photos, a video walkthrough, a call, or an inspector's report?
Have a great day!
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Ametria Chaney
Realtor · Memphis, Shelby County · Member since 2026 · 261 posts · 94 votes
1w
If I could only get one thing each week, it would be a live video walkthrough, not just photos. Photos help, but a walkthrough lets you ask questions in real time and see the corners, the finishes, and the work that is still open. I would pair that with a written scope for each stage before work starts, so everyone agrees on what 'done' means. Then I would tie payments to completed stages, not to dates, and keep a small holdback until a final walkthrough is done. For a larger job, I would also have a trusted local person or inspector check the work before a big draw. That combination keeps surprises smaller, and it gives you a clear record if you ever need to sort out a disagreement.
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- Vladimirs Veiss
  OP
  Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
  1w
  @Ametria Chaney Wow, Ametria, thank you, this is some of the best feedback I've had here! It's almost exactly how we work: a written scope for every stage before anything starts, and every stage, every block, is confirmed and quality-checked by our specialists before any money moves. So the owner gets more than a finished job, they get a proven process. It feels a bit like your own reality show: you watch every step and simply confirm when you agree it's done.
  One thing I'm curious about: how big a holdback do you keep until the final walkthrough, 5% or closer to 10%? And for the bigger draws, who is your trusted local person, a licensed inspector or someone from your own team?
  Have a great day!
  0 Reply
- Ametria Chaney
  Realtor · Memphis, Shelby County · Member since 2026 · 261 posts · 94 votes
  1w
  I would not pick a fixed percentage first, because the holdback should match the value of the unfinished and punch-list work, not just a round number. The choice between a smaller and a larger holdback matters less than having it agreed in writing before work starts, with a clear final walkthrough step before the last payment is released. For larger draws, I would prefer verification from someone without a financial interest in that draw, such as a licensed inspector or another trusted local person, rather than relying only on the contractor's own report. That separation keeps the draw tied to finished work, and it gives both sides a clear record if anything still needs correcting.
  1 Reply
- Vladimirs Veiss
  OP
  Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
  1w
  @Ametria Chaney Thank you, Ametria, I fully agree: the holdback should match the open punch-list work, not a round number.
  And on independence, that's exactly how we built it. We never rely on the contractor's own report. Next to the crew there is an independent expert and a team that follows every process on site, step by step. The job is split into technological stages: demolition, rough plumbing, waterproofing, tiling and so on. Each stage has its own checks, and the next one doesn't start until the previous one is accepted. Waterproofing is the best example: once the tiles are on, nobody can see it anymore, so it has to be checked and documented at that moment, not at the end.
  The contractor is paid only for work that is actually done and accepted, stage by stage. Not for time and not for promises. That keeps everyone honest, and good contractors like it too: once a stage is accepted, the payment follows, with nothing to argue about.
  One more question, since you work with buyers in Memphis: how often do you see the final payment released before the punch list is really finished?
  Have a great day!
  0 Reply
Austin McClainBusiness Member
Real Estate Agent · OH · Member since 2021 · 350 posts · 603 votes
1w
Paying an independent third party (contractor, inspector, etc) to do bi-weekly checks can help as well.
[email protected]614-710-4827
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- Vladimirs Veiss
  OP
  Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
  1w
  @Austin McClain thank you! Agreed, an independent eye is the key, as I shared above. In the US, do those checks usually go by the calendar or by stages, like rough-in before the walls close? Have a great evening!
  0 Reply
- Austin McClainBusiness Member
  Real Estate Agent · OH · Member since 2021 · 350 posts · 603 votes
  1w
  No problem! Going by stages is best.
  [email protected]614-710-4827
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- Vladimirs Veiss
  OP
  Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
  4d
  @Austin McClain thanks, Austin! Stages it is. That's exactly the checkpoint we tie the money to: nothing gets paid until the stage is accepted with photos.
  Noticed you're in Ohio, by the way. Our first US pilot will most likely be in Columbus, so it's great to hear from a local agent who checks by stages. Our model currently ranks the Northeast side and Hilltop near the top for flips.
  Does that match what you see on the ground, or are other areas heating up for flips right now?
  Have a great weekend!
  0 Reply
Stevan Stojakovic
Financial Advisor · FL · Member since 2024 · 486 posts · 123 votes
1w
Hi Vladimirs, happy Tuesday! Out-of-state rehabs can definitely be nerve-wracking, especially with headlines like the recent sting in Florida. As a private lender, we see the good, the bad, and the ugly of long-distance flips.
To protect both the investor and our capital, we never release funds based on a calendar. We require third-party draw inspections. Instead of relying on the contractor's photos, an independent local inspector walks the site, takes date-stamped photos, and verifies the exact percentage of completion for each line item. Only then does the money move.
Video calls are great for a quick pulse check, but nothing beats an unbiased set of eyes on the ground before a wire goes out. Stay safe out there, and feel free to reach out if you need any help!
1 Reply
- Vladimirs Veiss
  OP
  Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
  1w
  @Stevan Stojakovic thank you, Stevan, and happy Wednesday! Draw inspections by line item are the whole idea behind our stage control, so it's good to see a Florida lender actually doing it. One thing we added on our Swiss projects, because an inspector sees the site only on draw day: the completed percentage is checked against the agreed scope and price for that line, so done means done as quoted. My family is relocating to Florida, so I'd be glad to stay in touch. A practical question: what do you usually do when the inspector finds a line item at 60% instead of 100%? Have a great evening!
  0 Reply
- Stevan Stojakovic
  Financial Advisor · FL · Member since 2024 · 486 posts · 123 votes
  6d
  Hi Vladimir! Exciting news about the family relocating to Florida, you'll have to let me know when you get settled so we can connect.
  
  To answer your question: if the inspector finds a line item is only 60% complete, we simply release 60% of the allocated funds for that specific task. It keeps the contractor accountable, keeps the project moving, and ensures your remaining budget perfectly matches the remaining work.
  
  Safe travels with the move, and I look forward to staying in touch!
  0 Reply
- Vladimirs Veiss
  OP
  Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
  4d
  @Stevan Stojakovic thanks for the kind words! I'll definitely let you know once we're settled in Florida.
  Paying 60% for 60% done is exactly the right logic. The tricky part is who decides it's 60%. For us it becomes a count of finished items with photos, not a feeling on site, so there's nothing to argue about.
  On your projects, who usually makes that percent-complete call: a lender's inspector or someone independent?
  Good weekend, Stevan!
  0 Reply
Richard NeesePro Member
Rental Property Investor · South Vinemont, AL · Member since 2026 · 52 posts · 18 votes
1w
Great post . We've been burned before on a Commercial roof and it took months to track the guy down. I think his mom died 3 times in the process or atleast that was the story. We pay for materials and have them delivered to the job. we contract labor with a scope to be paid out with pictures, videos and or a walk if we are local. This applies for subs and for our own guys with daily progress pics to be put into a tracker. I haven't been a state away yet, but looking forward to learning more from this group!
1 Reply
- Vladimirs Veiss
  OP
  Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
  1w
  @Richard Neese thank you, Richard, and the roofer whose mom died three times made me laugh, I think we've all met him! Paying for materials yourself and having them delivered to the job is smart; it takes the biggest cash risk off the table. Daily progress pics into a tracker is the part most people skip. On our Swiss projects every photo is tied to a scope line with its price, so the tracker also shows what that picture is worth in money. When a sub sends the photos, who checks that the work in them actually matches the scope, you or someone on site? Have a great evening!
  0 Reply
Caleb Brown
Real Estate Agent · Kansas City · Member since 2018 · 5k+ posts · 3k+ votes
1w
I always recommend having someone be there for you if you aren't local. They can swing by and see progress. You can pay them per visit.
0 Reply
- Vladimirs Veiss
  OP
  Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
  1w
  @Caleb Brown thank you, Caleb! Paying someone per visit is the simplest fix, and I'd add one thing from our projects: the visit should land at the moment a stage closes, not on a fixed weekday, because the day after the drywall goes up, there's nothing left to see. Who do your out-of-state clients usually send for that: a home inspector, a handyman, or you? Have a great evening!
  0 Reply
Ametria Chaney
Realtor · Memphis, Shelby County · Member since 2026 · 261 posts · 94 votes
1w
That is a fair question, and I see it happen often enough that I always warn buyers about it: final payment is leverage, so it should not go out until the punch list is actually verified, not just promised. In practice, I recommend holding back the final payment until someone you trust has walked the property and confirmed each item with photos, and until any remaining items are put in writing with a completion date. If a contractor pushes for payment first, that is a sign to slow down, not speed up. A clear written scope and a payment schedule tied to verified milestones will protect you far better than any verbal assurance.
0 Reply
- Vladimirs Veiss
  OP
  Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
  1w
  @Ametria Chaney thank you, Ametria, that's a clear rule: final payment is leverage. We go one step further: every remaining item on that list gets its own price, not just a completion date, so the final payment shrinks by exactly what is not done, and both sides sign the list during the walk. Do Memphis contractors sign such a list on the spot, or does it turn into an email chain? Have a great evening!
  0 Reply
Inder Singh
Real Estate Agent · Boston, MA · Member since 2025 · 76 posts · 26 votes
1w
Your rule is the right starting point, Vladimirs — money follows a finished stage, not the calendar. I operate 17+ units across Worcester, Warren, and Revere, MA, and even as a “local” owner I'm not on site daily, so we verify the way an out-of-state owner has to.
What works for us:
• Scope broken into defined stages before work starts. No draw releases until that stage is documented with dated photos and a short live video walkthrough — not stills the contractor chose.
• Each draw matched to invoices and receipts for materials actually on site.
• Big stages confirmed by a separate set of eyes — our own management team (I co-founded TWM Residential), never the contractor's word alone.
• Final payment held until the punch list is closed and the work passes our walkthrough.
The burn comes from paying ahead of verified work — once you're behind the money, the leverage is gone.
Happy to connect — DMs are open.
0 Reply
- Vladimirs Veiss
  OP
  Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
  1w
  @Inder Singh thank you, Inder, this is a real system! Matching each draw to invoices and receipts for materials on site is the piece I rarely see people mention, and it closes the gap that photos can't. We do the same on our Swiss projects, plus one thing: the next stage doesn't start until the previous one is accepted, so a problem never gets buried under new work. Happy to connect, I'll send you a request. With 17+ units, do you still walk the big stages yourself, or has your team taken that over? Have a great evening!
  0 Reply
- Inder Singh
  Real Estate Agent · Boston, MA · Member since 2025 · 76 posts · 26 votes
  4d
  Appreciate that, Vladimirs — and that staged-acceptance rule is exactly right, nothing gets buried. To your question: I still walk the big stages myself on rehabs — foundation/structure, rough-in, and final before last draw. Day-to-day progress photos and invoice packets go through my team at TWM Residential first, but I won't sign off a major draw I haven't seen in person or on a live walkthrough video. With 17 units the system has to run without me daily, but the big money stages still get my eyes. Happy to connect — DMs open.
  0 Reply
- Vladimirs Veiss
  OP
  Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
  4d
  @Inder Singh thanks, Inder! Live walkthrough video for the big draws is a smart move: the contractor can't pick the angle, and you still get to see it with your own eyes.
  Switching gears a bit, since your units are in Worcester, Warren and Revere. A lot of that housing stock is old, much like the older buildings we worked on in Riga, where opening a wall is always a bit of a gamble: old wiring, sagging beams, layers of old paint. For us the key moment is catching those surprises before the wall gets closed again.
  In your older buildings, which surprise behind the walls most often changes the scope mid-rehab? And with the Massachusetts Lead Law, do you build deleading into the scope from day one and get the Letter of Compliance before the unit is listed?
  Have a great evening!
  0 Reply
Mark UpdegraffBusiness Member
Real Estate Broker · Rochester, NY · Member since 2010 · 1k+ posts · 713 votes
1w
@Vladimirs Veiss, I’d decide what proof closes each stage before the work starts. A photo can show that drywall is up; it may not show what happened behind it or whether the work matches the scope. For an out-of-state job I’d want the original scope broken into measurable checkpoints, same-angle photos or video, and an independent local walkthrough at the milestones where later corrections would be expensive. Then the payment decision is tied to an agreed deliverable instead of a reassuring update.
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Vladimirs Veiss
OP
Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
1w
@Mark Updegraff thank you, Mark, same here! Behind-the-wall work is something we never accept from a photo of the finished wall: on our Swiss projects the stage closes before the drywall goes up, while pipes and wiring are still visible, and a technical supervisor checks it against the agreed scope, with photos and video taken at that checkpoint from the same angles. We pay on sign-off, not on an update. And the milestone you mention, where later corrections get expensive, is our strictest checkpoint. One practical question: when the owner can't be there in person, who usually does that independent walkthrough in your projects, and who pays for it, the owner or the lender? Have a great week!
0 Reply
Vladimirs Veiss
OP
Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
6d
Thank you all for keeping this thread so useful! One question that hasn't come up yet: if you've run a rehab from another state, which stage was the hardest to trust from photos alone, and why: the rough plumbing, the electrical, or the shower waterproofing? Have a great day!
0 Reply
Ametria Chaney
Realtor · Memphis, Shelby County · Member since 2026 · 261 posts · 94 votes
5d
Vladimirs, great question — and I love your system of pricing every remaining item so the final payment shrinks by exactly what's undone. In my experience here in Memphis, it honestly depends on the contractor. The well-run ones will walk the punch list with you and sign off on the spot — they want the final check as much as you want the finished work. Smaller or less organized crews tend to default to 'I'll get back to you,' which is where it turns into an email chain. The trick I've seen work best: agree before the job starts that the final walkthrough ends with a signed list, priced per item. When it's an expectation set on day one instead of a surprise at the end, almost everyone signs on the spot.
0 Reply
- Vladimirs Veiss
  OP
  Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
  4d
  @Ametria Chaney thanks, Ametria! Agreeing on it before the job starts is the part most people skip.
  We do the same, and we fix one more thing before the first wall is touched: the photo angles. Every stage is shot from the same spots before and after, so the final walkthrough is apples to apples and a defect can't be blamed on the crew after the fact.
  Do your contractors put that signed-list rule in the contract itself, or is it a handshake agreement?
  Have a lovely weekend!
  0 Reply
Ametria Chaney
Realtor · Memphis, Shelby County · Member since 2026 · 261 posts · 94 votes
4d
Great question. I put it in the contract — the punch list walkthrough and sign-off is a defined milestone tied to a payment. Handshakes work until they don't, and a signed list gives both sides the same definition of done. My contractors actually prefer it too, since it ends the "one more thing" loop cleanly.
0 Reply
- Vladimirs Veiss
  OP
  Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
  4d
  @Ametria Chaney thanks, Ametria! Ending the "one more thing" loop with a signed milestone is a great way to put it.
  I haven't seen anyone mention the weather here yet. In Latvia frost often decides when we can pour concrete or work on a roof, so winter reshapes the whole schedule. In Florida there's hurricane season, and in Memphis I'd guess humid summers, spring storms and the odd ice storm.
  When a storm stalls the work and the investor is out of state, how do you tell a real weather delay from an excuse?
  Have a great evening!
  0 Reply
Brian Askew
Real Estate Consultant · Tampa Bay Area · Member since 2026 · 3 posts · 0 votes
4d
For me, photos alone aren’t enough unless they’re tied back to the actual scope.
If I were managing this remotely, I’d want each progress update to show:
• The specific scope line being completed
• Before and after photos from the same angle
• Any concealed-condition issue documented before extra work is approved
• Change orders separated from the original scope
• Final photos matched against the original line items before payment
The biggest problem I’ve seen isn’t always whether work was done — it’s whether everyone is working from the same definition of “done.”
A clear line-item scope makes the photos, invoices, and progress draws much easier to verify.
0 Reply
- Vladimirs Veiss
  OP
  Developer · Riga, Latvia | Switzerland | Florida · Member since 2026 · 133 posts · 23 votes
  4d
  @Brian Askew thanks, Brian, and welcome to BiggerPockets! Agreed, a clear line-item scope is what makes the photos, invoices and draws verifiable. Logging concealed conditions before any extra work is approved is a great one, and often skipped.
  Your point on keeping change orders separate from the original scope made me think of something local. Since you're in Tampa Bay and our family is relocating to Florida: after Helene and Milton, when the scope on an older flood-zone house lands close to the FEMA 50% line, what do you usually see investors do: trim the scope, phase the work, or budget for elevation from day one?
  Have a great evening!
  0 Reply

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