When we partner with you in Dayton, We embed a comprehensive business development department into your company.

Here is the full disclosure of the 26 steps our team executes to build your moat in the Dayton market.

PHASE 1: DATA PREPARATION & STRATEGY

Step 1: Scrape Your Territory for Multifamily Communities.

We generate a precise list of every multifamily property in your Dayton service area using advanced tools to pull addresses and property names.

Step 2: Organize Scraped Data.

We structure this data within our system, categorizing it by management company and location so we never waste time chasing random leads.

Step 3: Identify the Property Management Company (PMC).

We go deep into property websites to find out exactly who runs the show. We get setup to target the decision-makers at the corporate level, not just the individual properties.

Step 4: Filter & Compile Target Lists.

We refine the list to focus on unique companies that manage multiple properties in Dayton. This allows you to parlay one first win into an entire portfolio of properties and opportunities.

PHASE 2: BECOMING AN APPROVED VENDOR

Step 5: Secure Vendor Packets.

We call and email management companies directly to request vendor packets. We find out exactly what is required to get you on their "Approved" list.

Step 6: Submit Vendor Packets.

We assist you in ensuring all insurance (COI) and W-9 documents are submitted accurately and promptly to the PMC.

Step 7: Consistent Follow-Up.

We don’t let your application sit in a pile. We follow up 24 hours after submission and every 3 days thereafter until you receive your Vendor ID#.

PHASE 3: GENERATING OPPORTUNITIES (TOMA)

Step 8: Introduce Your Brand to On-Site Managers.

Once approved, we call on-site managers to introduce your company as a vetted resource. We position you as a proactive expert, not a salesman.

Step 9: Monthly Top of Mind Awareness (TOMA).

We run communication pipelines tailored to your relationship stage. Whether they are a "Bid and Lost," "Bid and Won," or an "Approved/Not Approved," we keep your brand in front of them every month.

Step 10: Secure the RFP.

We actively request Proposals (RFPs) or Purchase Orders (POs) for upcoming projects, clarifying all project goals before you even step on site. We ask a series of qualifying questions we've been dialing in since 2004.

Step 11: Schedule Job Walks.

We coordinate the inspection, providing your team with a detailed PDF appointment sheet including answers to those qualifying questions to ensure the opportunity is valid.

Step 12: 24-Hour Confirmation.

We confirm the job walk 24 hours prior with the on-site manager, providing your inspector’s name and photo to build immediate trust.

PHASE 4: THE INSPECTION & PROPOSAL

Step 13: Report of Findings (ROF).

Your inspector calls our Account Manager while still on-site to provide a 1–5 rating of the asset. This real-time data allows us to move fast.

Step 14: Update On-Site Manager.

We (or you) deliver the findings to the manager immediately, securing a verbal "yes" or setting the stage for the proposal for work at the community.

Step 15: Proposal Review.

We review your proposal with you via Zoom to ensure it aligns perfectly with the property’s goals before it is sent.

Step 16: Proposal Submission.

We send the proposal to the manager, BCC’ing our team so we can track every communication.

PHASE 5: CLOSING THE DEAL & PRE-MOBILIZATION

Step 17: Confirm Receipt.

We call 24 hours after submission to ensure the manager can open the files and to identify their expected approval timeline.

Step 18: Strategic Timeline Follow-Up.

We follow up based on the urgency of the deal—every 3 days for immediate needs, or specific timeline based on when they expect to get the project approved, as well as monthly for long-term budget planning.

Step 19: Handling Wins & Losses.

If you win, we move to mobilization. If you lose, we find out exactly why and prepare a Computer Generated Preventative Maintenance Proposal (CGPM) plan for the next budget season.

Step 20: Pre-Mobilization Meeting.

We you win, we set up a 3-way call between you, the PM, and our team to align on start dates, notices, and site-specific requirements.

Step 21: Insurance & Deposit Requirements.

We ensure all additionally insured certificates and deposit invoices are paid so work can begin without delays.

PHASE 6: FULFILLMENT & RELATIONSHIP LOCK

Step 22: End of Day/Week Reporting.

We gather your daily photos and updates to deliver professional reports to the PM, keeping them informed and confident.

Step 23: Progress Invoicing & Lien Releases.

We manage the communication around billing to ensure your cash flow remains consistent and professional.

Step 24: Project Completion Package.

We consolidate final invoices, "after" photos, and lien releases into one clean finish package for the management company.

Step 25: Confirm Final Payment.

We verify payment and officially close out the project with the PM, reinforcing your reputation for financial stability.

Step 26: Secure Referrals & Testimonials.

We parlay the completed job into a testimonial, sister property referral to a "sister property" within the same Austin portfolio - and we introduce the next project for their community - whether it be a further inspection, next project, or maintenance to be performed on the newly installed system or buildings that are already in good condition across the property.