BTR Vendor Outreach

Goal and scope

Your job is to get Trifecta Development & Construction approved as a vendor at 48 build-to-rent (BTR) communities in Texas. Work the 22 Act-now communities first (wave 1), then the 26 Pipeline communities (wave 2).

• Who we are: Trifecta is an Austin-based general contractor. We do make-ready, unit turns, maintenance and capital projects for single-family and townhome rental communities.
• What "done" means for each community: Trifecta is registered or on file as an approved vendor, OR we have a named decision-maker (community manager, regional manager, or facilities/procurement contact) who has our packet and has agreed to a call or bid.
• Why these 48: Act-now communities are leasing new homes right now, which means punch-list, make-ready and early turns. Pipeline communities are still being built, so the goal there is to be on the vendor list before they open.
• Source list: the BTR Opportunities master sheet in the shared Drive folder. Wave 1 and 2 tables below are copied from it as of Oct 14, 2026.
• Pace: about 5 new communities a day. Wave 1 should be fully started within one week, wave 2 within the second week.

Before you start

Do not contact anyone until every box below is checked. Most vendor portals reject or stall an application that is missing one item.

Documents (Jalah provides, saved in one shared folder as PDFs):

• Signed W-9 for Trifecta Development & Construction
• Certificate of insurance (COI): general liability, workers' comp, commercial auto, with limits shown
• One-page capability statement (services, service area, references)

Company facts the VA needs on hand (Jalah fills in, VA copies into every form exactly the same way):

Tools set up for the VA:

• A Trifecta email account or alias for outreach (not a personal email)
• A phone number the VA calls from that shows Trifecta (Google Voice or similar), with voicemail recorded
• Edit access to the outreach tracker (see Tracking section)
• A password manager entry for each vendor portal account created (VA never reuses passwords)

The outreach sequence

Every community gets the same 7 touches over 30 days, counted in business days from Day 0. Stop the sequence the moment anyone replies, and follow "When someone responds" below.

How to find the vendor portal (Day 0):

1. Check the management company's website footer or Contact page for "Vendors", "Suppliers", "Partners" or "Do business with us".
2. Search: "<management company>" vendor registration and "<management company>" become a vendor.
3. Many property managers use a third-party vendor-compliance service. If the portal sends you to one and it charges Trifecta a fee, stop and ask Jalah before paying.
4. Record the portal URL and the login email in the tracker.

Batching tips: several communities share one company. Do one portal registration per company and list every Trifecta-relevant community in it. Shared companies on this list: Wan Bridge (7), YardHomes / Urban Moment (5), NexMetro (4), Empire Group / Willow Bridge (2), Taylor Morrison Yardly (3), Core Spaces / Oxenfree (2), Good + West / Perch (2), Mill Creek (2), Bridge Tower (2).

Best call times: Tuesday to Thursday, 10:00–11:30 a.m. or 2:00–4:00 p.m. Central. Leasing offices are busiest Saturdays and Monday mornings; avoid those.

When someone responds:

• They send a vendor packet or form → complete it within 1 business day, mark status "Paperwork sent".
• They ask for a COI naming them as additional insured → email Trifecta's insurance agent the same day with the exact entity name and address they gave; copy Jalah.
• They want a bid, walk-through, pricing or a meeting → do not quote anything. Email Jalah within 2 hours with the contact's name, number and what they asked, and offer them 2–3 times from Jalah's calendar.
• They say "not now" → thank them, ask when to check back, set Nurture with that date.
• They say "no" or "remove me" → thank them, mark "Closed — do not contact", stop.

Scripts and templates

Use these word for word the first time. Fill every [bracket]; never send a message with a bracket left in it.

T1 — Portal answers (copy from the company facts table)

• Vendor category / trade: General contractor; Make-ready / unit turns; Maintenance and repair; Capital improvements
• Service area: list the specific city the community is in first, then "Austin, San Antonio, Houston, Dallas-Fort Worth metros"
• Description (paste): "Trifecta Development & Construction is an Austin-based general contractor focused on single-family and townhome rental communities. We handle make-ready, unit turns, punch-list, maintenance and capital projects, with one point of contact and fast turnaround."
• Uploads: W-9, COI, capability statement. Screenshot the confirmation page and save it in the tracker row.

T2 — Intro email (Day 2)

Subject: Make-ready and turn vendor for [Community name]

Hi [first name, or "[Community name] team"],

I'm reaching out on behalf of Jalah at Trifecta Development & Construction, an Austin-based general contractor that works with build-to-rent communities. We handle make-ready, unit turns, punch-list and maintenance for single-family and townhome rentals.

With [Community name] [leasing new homes now / opening soon], we'd like to be considered as a vendor. [We've completed your vendor registration on [portal name]. / I couldn't find a vendor portal, so I've attached our W-9, insurance certificate and capability statement.]

Who is the right person to talk to about make-ready and turn work for [Community name]? Jalah is glad to walk the property at your convenience.

Thank you, [VA name], on behalf of Jalah Trifecta Development & Construction · [phone] · [email]

T3 — Phone script (Days 4, 7, 18)

1. "Hi, this is [VA name] calling for Trifecta Development & Construction. We're a general contractor that does make-ready and unit turns for rental-home communities. Do you have a moment?"
2. "Who handles approving vendors for make-ready and turns at [Community name]? Is that you, your maintenance supervisor, or someone at [management company]?"
3. Get: name, title, direct email, direct phone, and how they add new vendors (portal, packet, email).
4. "Could I send our W-9, insurance certificate and capability statement to you today?"
5. If they're open to talking: "Jalah, our owner, would like to walk the property. Would [day] or [day] work?" Never quote prices or promise dates for work.
6. Thank them. Log the call within 10 minutes.

Calling a corporate line (Day 7): "I'm trying to reach whoever handles vendor onboarding for maintenance and make-ready at [Community name]. Is that facilities, procurement, or the regional manager?"

T4 — Voicemail (under 30 seconds)

"Hi, this is [VA name] with Trifecta Development & Construction, calling about make-ready and turn work at [Community name]. We're an Austin-based contractor for rental-home communities. I've emailed our info over; you can reach us at [phone]. Again, [phone]. Thanks!"

T5 — Follow-up email (Day 12, reply on the T2 thread)

Subject: Re: Make-ready and turn vendor for [Community name]

Hi [name],

Following up on my note below. If there's a vendor packet or a better contact for make-ready and turns at [Community name], I'd be grateful for a pointer. Our documents are attached again for convenience.

Thank you, [VA name], on behalf of Jalah, Trifecta Development & Construction

T6 — Close-the-loop email (Day 30)

Subject: Re: Make-ready and turn vendor for [Community name]

Hi [name],

I don't want to fill your inbox, so this is my last note for now. If make-ready, turns or maintenance help would be useful at [Community name] later on, just reply here or call [phone] and we'll be ready.

Best, [VA name], on behalf of Jalah, Trifecta Development & Construction

Wave 1 — Act now (22 communities)

Start here, top to bottom. These are open and leasing now, most with free-rent specials, so vacant homes need make-ready this month. Where it says "find", look it up on the community website or Google Business listing before Day 0 and add it to the tracker.

One company, one registration: when you register with Wan Bridge, Empire Group/Willow Bridge, YardHomes, NexMetro/Bryten or Core Spaces, list every community of theirs from both waves in the same application.

Wave 2 — Pipeline (26 communities)

Start these in week 2. They are not open yet, so the ask is "add us to your vendor list before opening", not "we can start now". Many have no contact on file; the first task for those is to find the developer and a contact (step 0 below).

Step 0 for rows marked "find developer": search the community name + city + "build to rent" and the city's planning or permit records. If you cannot confirm a developer in 20 minutes, mark the row "Research — stuck" and move on. Never guess a company.

Rows 30–34, 37, 38, 45, 47 and 48 came from an undated rental-guide listing. If research shows one is actually open and leasing, move it to wave 1 and tell Jalah in the weekly report.

Tracking and reporting

Log every touch the same day, in a Google Sheet called "BTR Vendor Outreach Tracker" in the shared Drive folder. One row per community, numbered 1–48 as in the tables above. Do not edit the BTR Opportunities master sheet; it is replaced daily by an automated scout.

Tracker columns: # · Community · City · Company · Wave · Status · Day 0 date · Next touch (type + date) · Portal URL · Portal login email · Contact name · Title · Direct phone · Direct email · Touch log (date, type, result) · Notes

Status values (use exactly these words):

Daily, before signing off: every row touched today has its Next touch date filled in. Nothing that was due today is left undone.

Weekly report to Jalah (Friday by 3 p.m., email, 10 lines or fewer):

1. Count by status (e.g. "Registered 9, Contact made 4, Approved 1").
2. Hand-offs: each one with name, phone and what they want.
3. New contacts found (name, title, community).
4. Portals that need a decision (fees, documents we don't have).
5. Rows stuck in research.
6. Plan for next week.

Rules and when to ask Jalah

Never:

• Quote prices, rates, timelines or start dates, or agree to any scope of work.
• Sign anything, accept terms and conditions that bind Trifecta (master service agreements, indemnity, insurance requirements), or pay any fee.
• Type Trifecta's EIN, bank details or license numbers into an email. Portals only.
• Say you are Jalah or an employee title you don't hold. You are "[name], on behalf of Jalah at Trifecta".
• Contact residents, or show up at a property in person.
• Make more than one call per day to the same office, or contact someone after they ask you to stop.

Ask Jalah before going further (email or text, same day):

• A portal or vendor-compliance service asks for a fee, a document we don't have, or a minimum insurance limit higher than our COI.
• Someone asks for a bid, walk-through, pricing, references beyond the list, or a meeting.
• A community on the list turns out to be a traditional apartment complex, closed, or a different company than listed.
• Anything you are unsure about. A quick question beats a wrong answer sent to a property manager.

First-week checklist for the VA:

• Day 1: confirm documents and the company facts table are complete; set up email signature, phone voicemail and tracker
• Day 1–2: Day 0 portal registrations for the 5 multi-community companies (Wan Bridge, Empire Group/Willow Bridge, YardHomes, NexMetro/Bryten, Core Spaces)
• Day 3–5: Day 0 for the remaining wave 1 rows; first Day 2 emails go out
• Friday: first weekly report