How to Pull and Use Vendor Ledgers / Vetting Potential Vendors

• Vendor ledgers provide insights into:
  • How much business a vendor receives.
  • The number of work orders assigned to each vendor.
  • The total payments made to vendors.
• This information is helpful when onboarding new vendors, as it:
  • Demonstrates the potential volume of work they can expect.
  • Helps them provide accurate pricing upfront, avoiding miscommunication.
  • Highlights your property portfolio details, such as property types and average sizes, for context.

• About one-third of the inventory consists of duplexes, typically around 1,300 sq. ft. per unit.
• Units are generally at least 800 sq. ft., with a few outliers.
• Single-family homes in the inventory range up to 3,000 sq. ft., often left clean by tenants upon move-out.

1. Search for the vendor in AppFolio (e.g., Areli, AccuTemp, or Walt).
2. Open the vendor's ledger and customize the report:

• Set the date range (e.g., last three months, full year to date).
• View details such as the number of completed jobs, payments made, and descriptions of services provided (e.g., deep cleans, light cleans).

3. Analyze trends:

• Identify the total number of services performed and the total payment amount.
• Group data by service description (e.g., deep cleaning, regular cleaning) for detailed insights.

• Use aggregated data to show potential volume (e.g., "We had 166 cleanings this year").
• Do not share specific pricing from current vendors to prevent giving leverage to others.
• Highlight key data points like volume of work and total payments made but avoid disclosing exact figures.

• Export data for internal use or analysis.
• Use this information strategically to onboard vendors, negotiate terms, or review vendor performance.