Contractor & Vendor
Frequently Asked Questions
Realty Masters manages 900 single family and small multi-family rental properties from Pensacola to Navarre. Annually, we pay nearly $2 million in services to local contractors for repairs and maintenance on our properties. If you are a local vendor or service provider, we would love to discuss the possibility of you joining our vendor network. We are always looking to add new vendors to our maintenance network.
To aid in the process of maintaining good working relationships with our contractors and to easily recruit new contractors, we've compiled a list of frequently asked questions for current and prospective vendors! Please review the following information and contact us if you have any additional questions.
Does Realty Masters have a maintenance staff?No, Realty Masters does not have any staff members that perform maintenance services of any kind! All work done on the rental properties are done by local, licensed and insured vendors and contractors with proper documentation.
What is a vendor and how would you become a Realty Masters Vendor?
Realty Masters vendors are companies of different trades that are contracted and hired to provide various services at the rental homes we manage.We are always looking for new vendors to join our network to assist with both property management and our sales transactions.
To become a vendor with Realty Masters, you must meet certain requirements. Please note: we can only hire contractors who are properly licensed, insured, and have the appropriate workers compensation/exemption. If you feel you meet these requirements, we would love to have you join our vendor network. Review the forms below to determine what paperwork and steps are necessary. Realty Masters Vendor Package
How does Realty Masters pay vendors?Our goal is to make payment within 30 days of the date you submitted your invoice. We ask that you do not complete the vendor process or take a job if you cannot work off a 30 day payment plan. Realty Masters processes invoices on a schedule. We cut and mail checks twice a month, typically on Friday. Click here to view the current pay day schedule.
Who do I send invoices to?
You can send your invoices to the Realty Masters representative who placed the work order with you! If you are unsure who that is, you can send any invoices to our office via:
- Email to Info@PensacolaRealtyMasters.com
- Mail or drop it by our office at 4400 Bayou Blvd 58B, Pensacola, FL 32503
- Fax to (850) 473-3975
Who pays for materials?We do expect the contractor to provide both materials and labor and to cover any other costs associated with the job until final payment.
Can I get a down payment?We do not typically provide down payments on jobs. In the rare instances where we do pay a down payment on a job, this information is placed on the bid with the estimate and all factors including payment amounts and timelines for completion accompany this.
How would you like invoices formatted?
Please submit invoices quickly after a job is complete. This helps us to keep track of job statuses and to relay the status to owners and residents. The sooner you invoice after completion of a job, the better!
- Proper Estimates & Invoicing
- Please be sure to include the following on your invoice.
- Itemized and detailed list of charges
- Full and correct and complete property address
- Invoice number
- Make and model number of items serviced
- Date of completion on invoice
Itemizing your Estimates and Bills
It's best to have estimates in writing so we can send it without delay to the owner for approval. While we don't always need bills broken down by labor and materials, we do need an itemized list of repairs to include charges for each item.
The owners may want to choose to approve or delay certain items. Having this format in an estimate allows us to get these estimates approved easier and faster.
Especially after move out and on move out turnover repair items, we need to be able to assign an amount for the repair to the tenant. If we don't have a specific amount, we are unable to do this.
Why is there a $200 repair limit?All work orders over $200 must be approved by the owner under our management contract. We are not authorized to make approvals over $200 without contacting the owner unless it is an emergency service. While calling for approval does take a few minutes, this is an important step. If your bill is over $200 or over, the requested work limit on the work order, you must contact us for approval prior to completing the job or we cannot guarantee payment. Please help us by communicating with us so we may receive proper authorization to proceed according to the property owners’ wishes.
Who is responsible for license and insurance renewals?It is your responsibility to provide us updated license, insurance, and worker's compensation updates annually or anytime your policy changes so we can ensure your checks are processed timely. If we do not have your up to date information, we cannot make a payment. Send your updated information to Info@PensacolaRealtyMasters.com
Who is responsible for pulling permits when required?If a job you are completing requires a permit, you, as the contractor, need to pull the permit for the property owner. Any costs for this should be outlined in your estimate in advance. We are happy to make appointments with the occupants to close out permit inspections. Ultimately, if permits are required and you do not pull them, you, as the contractor, will be held liable by the local permit office. Please be sure to add the cost of permitting in your estimates.
What do you require from cleaning vendors?
Cleaning companies must provide the same documentation that other vendors and contractors need to provide in order to become a vendor for Realty Masters. Please be aware that our cleaning guidelines do require these items be done for the tenant's move in and that likely the cleaning companies are the last companies in the home. We do ask for cleaning vendors to do minor maintenance such as replacing burnt out light bulbs, replacing drip pans, and installing new A/C filters when needed.
We also rely on our cleaning companies to notify us if there are outstanding maintenance needs in the property, as typically our cleaning crews are the last in the home before the new occupants move in.
What type of work do you need done on your properties?
In order to effectively manage our properties, we are in need of vendors to provide a variety services that include, but are not limited to:
- Maid services like cleaning, carpet cleaning, and tile cleaning
- General handyman and maintenance services
- Contractors to handle major repairs like roofing, siding, wood repair, and foundation repair
- Flooring such as repairs and new installation of wood, carpeting, tile, and other flooring products
- Mechanical trades companies to repair and replace electrical, plumbing, appliances, and heating and air conditioning systems
- Interior and exterior painting
- Window and screen repair and replacement
- Concrete repair and installation
- Air duct and fireplace cleaning
- Gutter and fence companies
- Lawn care services and tree companies
- Pest control and termite companies
- Pressure washing
- Pool companies
- EPA Certified Companies that can properly handle lead based paint properties
While we have several tradespeople for each category, our biggest need is for general maintenance contractors to complete tasks and repairs to help get the rentals ready between tenants.