Vendor Red Flags (and green lights)

Hiring a vendor isn’t just about skill — it’s about trust. Over the years, we’ve learned to spot the difference between professionals who make your project seamless and those who make it a headache.

In this Field Note, we’ll walk through the signals we look for when hiring trades and specialists — from the first call to the final invoice. Knowing how to spot vendor red flags early can save you a world of stress, delays, and costly mistakes. And when you recognize the green lights? Those relationships are gold.

After years of working with vendors across estates, clear patterns emerge. Some vendors make your life easier through professionalism, clarity, and follow-through — while others raise vendor red flags that leave you wondering how they stay in business.

The challenge? It’s not always obvious on the first call. Here’s what to look for.

🚩 Red Flags:

• Vague scopes like “Replace electrical as needed.” Lack of specificity often means lack of accountability — and surprise invoices later.
  

• No written estimate or a “ballpark” with no detail. If they can’t outline the work, the timeline, or the cost, assume the job will grow.
  

• Doesn’t ask to see the site or photos before quoting. Quality vendors want context before committing to numbers.
  

• Overpromises availability or speed without verifying constraints. “Yes, yes, we can start tomorrow” is rarely a good sign.
  

• Can’t answer basic questions clearly. If they’re evasive now, they’ll be twice as opaque when something goes wrong.

✅ Green Lights:

• Specific, line-item estimates with options. This shows transparency, experience, and respect for your budget.
  

• Clear scheduling protocols and realistic timelines. Pros don’t dodge calendars. They build them.
  

• Transparent communication preferences and availability. You know when you’ll hear from them — and how.
  

• Willing to walk the job and answer “dumb” questions patiently. Good vendors educate, not intimidate.
  

• Mentions permits, code, or safety even when you didn’t. This is the mark of someone who works to a standard, not shortcuts.

Bottom line: Good vendors don’t just do good work — they show up well before the work begins. The right signals early on can save time, money, and stress later.