Getting on a property management company’s vendor list is one of the fastest ways to land recurring commercial work. Once you’re approved, you get steady work orders without competing on price every single time. But most contractors never apply because they don’t know the process — or they assume it’s only for big companies.
It’s not. Property managers are constantly looking for reliable vendors. The problem isn’t that they don’t want you — it’s that they need to protect themselves legally. They manage other people’s properties, which means every contractor they send to a job site is a liability risk. That’s why they have vendor lists in the first place.
Why property managers use vendor lists
Three reasons: liability, insurance, and consistency.
If a contractor causes damage at a property or someone gets hurt on the job, the property management company can be held liable — especially if they hired an uninsured or unlicensed contractor. Most management agreements require the PM to use only vetted, insured vendors. Their clients (property owners) demand it. Their insurance carriers demand it.
Beyond liability, PMs want contractors who show up on time, communicate clearly, and don’t create problems with tenants. A bad vendor doesn’t just cost them money — it can cost them the management contract entirely. So they screen upfront to avoid headaches later.
The complete vendor application checklist
Here’s everything you’ll typically need to get approved. Requirements vary by company, but this covers 90% of what you’ll encounter.
1. General liability insurance
This is non-negotiable. Every PM company requires it. The minimum is usually $1 million per occurrence, but many national firms require $2 million. Companies like Greystar and CBRE almost always require the higher limit. Expect to pay $500–$2,000 per year depending on your trade and coverage level.
2. Workers’ compensation insurance
If you have any employees — even one — you need workers’ comp. Most states require it by law, and PM companies will not waive this. Even if you’re a sole proprietor, some PMs still want to see a workers’ comp policy or a signed waiver. Check your state requirements, but plan on having it.
3. Business license (state + local)
You need a valid business license for the state and municipality where you’ll be working. This sounds basic, but PM companies actually verify it. If your license is expired or doesn’t cover the jurisdiction where the property is located, you’ll get rejected.
4. W-9 form
Standard IRS form. The PM company needs this to pay you and issue a 1099 at year end. Have a current one ready — it takes 30 seconds to fill out and removes one step from the approval process.
5. Trade-specific licenses
Plumbing, electrical, and HVAC contractors typically need state or local trade licenses. Some states require a master license to pull permits. General contractors may need a specific GC license depending on the state. If you’re not sure what licenses you need, check your state’s contractor licensing board — every state has one.
6. References (3–5 commercial preferred)
Most PM companies want at least three references, and they strongly prefer commercial references over residential. Other property managers, facility managers, or general contractors you’ve worked with are ideal. If you don’t have commercial references yet, use your best residential clients and be upfront about it.
7. Certificate of insurance (COI) naming PM as additional insured
This is the one that trips up most contractors. A COI isn’t just proof you have insurance — the PM company needs to be listed as an “additional insured” on the certificate. Your insurance agent can add this in about 24 hours. There’s usually no extra charge or a small fee ($25–$50). You’ll need a separate COI for each PM company you work with.
8. Background check and drug testing
Not universal, but increasingly common — especially for work at Class A properties, senior living facilities, or government housing. Some PM companies require background checks for every technician who enters a unit. Budget $30–$100 per person for a standard background check.
9. Service agreement and rate sheet
Most PMs will send you their service agreement to sign, but some ask you to provide your standard rates upfront. Have a clean rate sheet ready with your hourly rate, trip charge (if any), after-hours rate, and common flat-rate services. Keep it simple and professional.
10. Portfolio or photos of past work
Not always required, but it helps. A simple PDF or shared Google Drive folder with 10–15 photos of completed commercial jobs goes a long way. Label each photo with the type of work, property type, and approximate date. This is especially important if you’re applying to larger PM companies where you’re competing with established vendors.
Where to find vendor applications
This is where most contractors get stuck. Vendor applications aren’t always posted publicly. Here’s how to find them:
- Call the PM company directly and ask for the vendor coordinator or maintenance director. Most companies have someone whose entire job is managing the vendor list.
- Check their website for a vendor portal or contractor application page. Many larger companies have online submission forms.
- National PM companies that accept vendor applications: Greystar, CBRE, JLL, Cushman & Wakefield, and Lincoln Property Company all maintain vendor programs. Their processes tend to be more formal, but the volume of work makes it worth the effort.
- Start local.Local and regional PM companies are significantly easier to get approved by than the nationals. They have fewer hoops, faster approval times, and often more flexibility on insurance limits. Search “property management companies in [your city]” and start making calls.
Pro tips to speed up your approval
- Start with smaller PM companies.They’re more likely to give new vendors a shot, and the approval process is usually a phone call and an email instead of a 30-page application.
- Offer competitive rates initially.You don’t need to be the cheapest, but don’t lead with premium pricing when you have no track record with the company. Prove yourself first.
- Respond fast to work orders. This is the single biggest differentiator. PM companies will forgive a lot if you answer the phone and show up when you say you will. Their biggest complaint about vendors is communication, not quality of work.
- Have everything ready before you reach out.If a PM asks for your documents and you say “I’ll get that to you next week,” you’ve already lost momentum. Have your COI, W-9, licenses, and rate sheet in a single folder ready to send.
Get started today
The vendor application process isn’t complicated — it just requires preparation. Get your documents together, start with local PM companies, and follow up consistently. One good vendor relationship can turn into years of steady work.
Want us to find property managers in your area? Try our free Client Finder.
Ready to grow your commercial work?
Want us to find property managers in your area who are actively looking for vendors? Try our free Client Finder.
Try the Free Client Finder