How Should I Set Contractor Approvals & Track Spending?

Set clear thresholds in writing: who can approve what size repairs, at what budget, and under what circumstances urgent work can proceed without owner approval. Define a simple process for requests, quotes, photos before/after, and staged approvals for larger jobs. Require itemized invoices, warranty cards, and schedules for regular maintenance; insist on independent checks for major works and keep copies of documents, receipts and warranties in a shared but secure location. Specify who holds escrow or client funds and what happens if a contractor isn't paid; name backup contacts for emergencies and ensure access arrangements in case the owner is away. Finally, align insurance and legal requirements with the property type (vacant vs. rented) and keep the contract flexible enough to cover future changes. Confirm current property-specific details through documents, inspection and appropriate independent professionals before committing money.