The problem
You cannot fix what you only remember
Without numbers, the vendor conversation is an argument about impressions. With them, it is a plan.
The last bad job sets the score
One slow week sticks in memory and forty good jobs do not.
Owners ask why you used them
"They close jobs fastest in our records" is a better answer than "we always use them".
Callbacks hide in the data
A job reopened three weeks later rarely gets connected back to the vendor who closed it.
What it does
One file in, three drafts out
It works from the file your software already exports, in your own Claude or ChatGPT account.
A quarter of work orders
312 work orders, 18 vendors, with assigned, scheduled and completed dates, reopened flags and invoice notes.
It counts only from the dates in the file.
A scorecard per vendor
Median response, median time to complete, callbacks, invoices sent back, and whether insurance is current.
The evidence
The work order numbers behind every callback and every outlier, so each figure can be checked.
A data to fix list
Orders with no vendor or no completion date, left out of the scores and listed for cleanup.
What you get
Time back on a job you do every month
A quarterly review in one sitting
Export the quarter, run it, and spend your time on the conversations instead of the counting.
Talk to vendors with numbers
"These four jobs took more than a week to schedule" gets a different response than "you are slow".
Answer owners with evidence
Show why a vendor gets the work, from your own records.
Cleaner data every quarter
The data to fix list shows which habits in your office are hiding the real picture.
Set it up once
It learns your firm's rules, then follows them
It asks for these once, then runs every quarter. If a setting is missing, it stops and asks instead of guessing.
- Your thresholds for good, watch and act, by trade
- Your callback window, for example the same unit and category within 30 days
- The minimum number of jobs before a vendor is scored
- Which columns hold the dates, vendor and status
Questions
Frequently asked questions
Does it rank or drop vendors?
No. It scores against your thresholds and shows the evidence. Decisions stay with you.
Does price go into the score?
It sits beside the scores, not inside them, so a cheap vendor with callbacks is easy to spot.
How often should I run it?
Quarterly suits most firms. Monthly gives too few jobs per vendor to judge fairly.
Which software does it work with?
Any system that exports work orders with vendor, status and dates, including AppFolio, Buildium, DoorLoop and Rent Manager.
Which AI does it run in?
Your own Claude or ChatGPT account. It comes as a skill folder with setup steps, so there is nothing to install, no integration and no new login. Your files stay in your account.
How do I get it?
Join the Sokage AI community. This agent comes with membership, with its setup guide, sample files and the lessons to run it. Start with the seven day free trial. Want to judge the standard first? The Owner Statement Agent is free.
Join the community to get the Vendor Scorecard Agent
Every Sokage agent comes with membership. $199 a month or $1,899 a year, with a seven day free trial. Every agent in the library, the lessons to run them, and a new agent each month chosen by member vote.
Want to judge the standard first? The Owner Statement Agent is free, with all 159 test runs published.