VG Home Buyers LLC · Internal Reference

Property Data Lifecycle What data is required at each phase, who provides it, and what it unlocks

Version 2.0
2026-05-06
Owner & PM
Paired w/ Capture Forms
+ Intake Variable Registry

Every piece of information captured at the front of a project enables something specific at the back. The variables recorded at acquisition drive the accuracy of Phase 1 estimates. The scope decisions locked before construction are what make compliance review fast. And the actuals posted at close feed better estimates on the next property.

This document maps what data needs to exist at each phase, who provides it, where it lives, and what downstream work it unlocks — or blocks when it's missing.

P0
Acquisition & Pre-Construction
P0.5
Design & Permitting
P1
Site, Shell & Structure
P2
Building Systems & Exterior
P3
Finishes & Closeout
P4
Disposition & Sale
P4 actuals → cost library → better P0 estimates on the next property ↩
§ 01 · Phase Zero
Acquisition & Pre-Construction
The data captured here drives every estimate that follows. Incomplete P0 capture means estimates are guesses, pre-approved budgets have gaps, and every construction invoice becomes a judgment call at the compliance gate rather than a quick verification.
P0
Acquisition & Pre-Construction
Offer → Under Contract → Purchase → Pre-Estimate
12 Buying
13 Financing
14 Holding Costs
16 Project Prep
Property Basics
sqft_total Total floor area (all levels) — baseline for holding cost and overhead
sqft_above_grade Above-grade conditioned area — drives most Phase 1–3 cost formulas
stories 1 / 1.5 / 2 / 3
full_bath_count Number of full bathrooms
half_bath_count Number of half baths
kitchen_count Typically 1; note ADU kitchens separately
lot_sqft Total lot area — landscape and exterior scope
Deal Terms
purchase_price Final contracted purchase price (12.x actuals)
loan_amount Hard money / construction loan principal
interest_rate Rate for holding cost calculation (13.x)
months_holding PM's projected project duration — drives 14.x estimate
monthly_holding_rate Taxes + utilities + insurance + lawn — property-specific
Condition Assessment — PM Provides
demo_scope partial=0.6 · selective=0.8 · full=1.0
foundation_type existing / new / repair
pitch flat · 4:12 · 6:12 · 8:12 · 12:12
material shingle / flat-TPO / metal · within P1WO7 (Roofing)
phases_in_scope Which of P1–P3 apply; identifies WOs to skip or reduce
Who Provides
provides Shlomo — Purchase price, deal terms, financing structure
provides Andrew (PM) — Condition assessment, preliminary scope, projected timeline
Who Captures / Where
captures Mark — Files purchase docs to Dropbox; enters P0 costs in QB
stores QB — 12.x Buying actuals, 13.x Financing
stores VPT — Initial project budget rows
stores Dropbox — Purchase agreement, title docs, inspection reports
Unlocks
  • P1–P3 estimates can be calculated, not guessed
  • Holding cost projection: months × monthly_rate
  • Andrew's pre-approved budget established — his gate during construction checks invoices against this
  • Vendor assignments and SOW requests can begin
If Incomplete
Estimates are guesses. Budget has gaps. Every invoice at Andrew's gate requires fresh judgment instead of a quick check against pre-approved scope. Holding cost projection impossible, blocking cash flow planning.
Gate P0 → P0.5
Purchase confirmed. Shlomo provides design intent. Andrew has preliminary scope. IHA team (Jao + Kim) engaged to begin plans.
§ 01.5 · Phase Zero-Point-Five
Design & Permitting
The IHA team (Jao + Kim) produces all architectural and detail plans before any construction vendor is engaged. Shlomo iterates on the design; Garfinkel provides the final structural sign-off. Permits are submitted once Garfinkel approves. No construction can begin until permits are issued.
P0.5
Design & Permitting
IHA builds plans → Shlomo approves → Garfinkel signs off → Permits issued
16 Project Prep
Architect & Permit Fees
Legal & Zoning — Required for Permit Application
block_lot_taxmap Block, lot, and tax map number — required on permit application
zone Zoning designation (R1, R2, etc.) — determines setbacks, height, use
flood_zone_status X / AE / AO / VE
easement_status Any easements on record (title search)
historic_status none / contributing / designated
steep_slope yes / no
wetlands_status yes / no — NJDEP jurisdiction
Property Geometry — IHA Plan Inputs
ceiling_height_bsmt Basement ceiling height (existing)
ceiling_height_1f First floor ceiling height
ceiling_height_2f Second floor ceiling height
ceiling_height_attic Attic height to collar ties (if finishing attic)
legal_residences Existing count / proposed count
garage_status none / 1-car / 2-car · attached / detached
utilities water: city/well · sewer: city/septic · fuel: gas/oil/elec
driveway_status shared / dedicated / none
Design Intent — Shlomo Provides
layout_approach cosmetic / reconfigure / addition
addition yes / no — if yes, target sqft
bedroom_count_goal Target bedroom count in final layout
design_priorities Shlomo's priorities for this specific property
Who Provides
provides Shlomo — Design intent, approval of each iteration
provides Andrew (PM) — Preliminary scope, field condition notes
provides Tax / title records — Block, lot, zone, easement, historic status
Who Builds / Reviews
captures Jao + Kim (IHA) — Build all plans; iterate on Shlomo's changes; revise closet plans after FM post-drywall measurements
reviews Garfinkel (GDG) — Final structural review and permit sign-off
IHA Deliverables → Dropbox
stores Architectural plans · Electrical plan · Siding plan · Kitchen layout · Laundry layout · Closet plans · Tile plans per bath · Engineering/drainage plan
CO Workflow
CO Request by Shlomo = CO approved. IHA updates affected plans. Shlomo approves updated plans.
Unlocks
  • Permit application can be submitted
  • Construction can legally begin
  • Andrew's pre-approved budget aligns to permitted scope
  • Vendor SOWs written against approved plan set
  • FM has IHA plans for field reference during construction
If Incomplete
Permits delayed or denied. Construction begins without approved plans, creating code compliance risk on every inspection. Change orders mid-construction cost significantly more than design revisions pre-permit. Missing legal/zoning fields mean permit application must stop and restart.
Gate P0.5 → P1
Permits issued. Garfinkel has signed off on final plan set. All IHA deliverables filed to Dropbox property folder. Andrew's budget aligned to permitted scope.
§ 02 · Phase One
Site, Shell & Structure
Once the shell is underway, decisions become hard to reverse. Confirming scope at each WO level here allows P2 estimates to firm up and keeps the compliance gate fast on the largest individual invoices in the project.
P1
Site, Shell & Structure
Demo · Foundation · Framing · Roofing · Windows · Siding
18 Site Mgmt
30–40 Demo + Foundation
50 Framing & Shell
Demo & Site Work
demo_scope partial=0.6 · selective=0.8 · full=1.0
cu_yds_excavation Measured on site
dirt_removal yes / no — adds hauling cost
retaining_wall_lnft Linear feet if applicable
Foundation
foundation_type existing / new / repair
sqft_footprint Building footprint area
drainage_lnft Linear feet of drainage installed
Framing & Shell
sqft_above_grade Confirm against P0 — any change resets P2–P3 estimates
stories 1 / 1.5 / 2 / 3
addition yes / no
Roofing
pitch flat · 4:12 · 6:12 · 8:12 · 12:12
material shingle · flat-TPO · metal · within P1WO7
sqft_footprint Roof plan area for material takeoff
Windows, Doors & Siding
window_count Total window count
window_grade standard / premium / custom
ext_door_count Exterior doors only — not garage
garage_door_count Overhead garage doors (separate from ext_door_count)
sqft_siding Exterior wall surface area
siding_type vinyl / fiber-cement / wood
Who Provides
provides Andrew (PM) — Scope sign-off per WO; confirms or adjusts P0 variables against actual site conditions
provides Hector / JJ — Labor crew submissions; flag scope changes on site
Who Captures / Where
captures Mark — Files vendor SOWs to Dropbox; enters VPT rows per WO payment schedule
stores VPT — SOW rows for each P1 vendor; Andrew's compliance gate applies here
stores QB — P1 bills (18.x, 30.x, 40.x, 50.x, 53.x)
Unlocks
  • P2 system estimates firm up (HVAC sizing needs confirmed conditioned sqft)
  • Compliance gate fast — Andrew verifies invoices against confirmed scope
  • Holding cost actuals begin accumulating in QB (14.x)
If Incomplete
P2 estimates float. Compliance reviews slow — Andrew checks invoices against scope that was never formally locked. If sqft_above_grade changes from P0, all downstream estimates must be recalculated.
Gate P1 → P2
Shell physically complete (framing, roofing, windows rough-in). All P1 WO scope confirmed; VPT rows entered and compliance-approved.
§ 03 · Phase Two
Building Systems & Exterior
Grade decisions made in P2 — HVAC type, fixture grade, electrical service size, driveway material — have large multiplier effects on P3 finish costs. Locking these before procurement reduces change-order risk in the most expensive phase.
P2
Building Systems & Exterior
HVAC · Plumbing · Electrical · Insulation · Drywall · Landscape
60 Building Systems
80 Exterior Work
HVAC
sqft_conditioned Confirmed conditioned area (from P1 framing)
system_type central=1.0 · mini-split=1.2 · dual=1.4
hvac_scope repair=0.3 · replace=1.0 · new=1.2
Plumbing
full_bath_count Confirm against P0
half_bath_count Confirm against P0
fixture_grade standard=1.0 · premium=1.4
Electrical
panel_upgrade yes / no
service_size 100A / 200A / 400A
fixture_count Light fixtures and outlets
Exterior & Grounds
deck_sqft Deck / porch area
patio_sqft Patio / walkway area
driveway_sqft Driveway surface area
driveway_material gravel / asphalt / concrete / pavers
tree_removal_count Large trees for removal
landscape_scope cleanup / improvements / full renovation
Who Provides
provides Andrew (PM) — System scope, service size, exterior quantity specs
provides Shlomo — Grade decisions: system type, fixture grade, driveway material. These are the biggest cost multipliers in P2.
Who Captures / Where
captures Mark — Files SOWs; enters P2 VPT rows per vendor
stores VPT — SOW rows for all P2 trades
stores QB — P2 bills (60.x, 80.x bands)
Unlocks
  • P3 finish estimates can run (tile, flooring sqft depends on confirmed room layout)
  • Rough-in inspections can be scheduled
  • Punch list inspection criteria established
If Incomplete
P3 estimates float. Grade decisions made mid-finish phase are expensive — tile already ordered, cabinetry in production. Cost overruns in P3 almost always trace back to grade decisions not locked in P2.
Gate P2 → P3
Systems rough-in complete and inspected. All grade decisions confirmed by Shlomo before any finish materials are ordered or procurement begins.
§ 04 · Phase Three
Finishes & Closeout
Finish costs are the most variable in the project and the most sensitive to late decisions. Locking quantities and grades before procurement prevents re-orders and delays. Punch list tracking begins here — every unresolved item is an obstacle to closing.
P3
Finishes & Closeout
Tile · Flooring · Cabinets · Carpentry · Painting · Punch List · Sale Prep
70 Finishes
92 Sale Prep
Tile & Flooring
sqft_tile Total tile field area (71.x)
tile_size standard ≤12" / large format >12"
tile_orientation straight=1.0 / diagonal=1.15
backsplash_lnft Linear feet of backsplash
sqft_hardwood Hardwood flooring area (72.x)
sqft_vinyl LVP / vinyl area
flooring_grade standard=1.0 · premium=1.4
Cabinetry & Countertops
lnft_cabinets Linear feet upper + lower (73.x)
sqft_countertop Countertop area
countertop_material laminate / granite / quartz
Painting & Trim
sqft_interior_walls Paintable wall area (75.x)
sqft_ceilings Ceiling area
paint_coats 1 coat=1.0 · 2 coats=1.4
lnft_base_trim Base molding linear feet (74.x)
trim_grade standard / colonial / craftsman
Appliances & Accessories
appliance_count Number of appliance units (77.x)
appliance_grade builder=1.0 · mid=1.5 · premium=2.5
door_count_int Number of interior doors (74.1)
lnft_railing Interior railing linear feet (74.9)
railing_material wood / metal / cable
Who Provides
provides Shlomo — All grade decisions: countertop material, appliance grade, flooring grade. Highest-cost decisions in the phase.
provides Andrew (PM) — Scope and quantity confirmation; punch list oversight
Who Captures / Where
captures Mark — Files SOWs; enters VPT rows; maintains per-property punchlist GDocs
stores VPT — SOW rows for all P3 vendors
stores Punchlist GDocs — Numbered buyer issues per property — Mark tracks to CLOSED
stores QB — P3 bills + sale prep (70.x, 92.x)
Unlocks
  • Per-property P&L can be fully run
  • P4 disposition can begin (staging, photos, listing)
  • Final compliance review complete
If Incomplete
Late grade decisions cause re-orders and delays. Punch list scope ambiguous — harder to close vendor obligations. Final cost rollup has unallocated expenses that cloud the P&L.
Gate P3 → P4
Punch list fully resolved and closed. All invoices entered in QB. Final inspection passed. All P3 VPT rows marked PAID.
§ 05 · Phase Four
Disposition & Sale
P4 is where the project's financial story is written — and where data quality across P0–P3 either pays off or exposes every gap. Complete P4 capture closes the cost library loop, making the next acquisition estimate sharper.
P4
Disposition & Sale
Staging · Photos · Listing · Closing · Final P&L
92 Sale Prep
96 Selling
Disposition Costs
staging_yn yes / no
staging_cost Actual cost if staged (92.8)
pro_photos_yn yes / no
pro_photos_cost Actual cost (92.9)
Sale Terms
sale_price Final contracted sale price
agent_commission_pct Selling commission rate (96.1)
closing_costs_actual All P4WO03/P4WO05 costs at closing
Holding Cost Closeout
months_actual Actual hold duration vs. P0 projection
holding_total_actual Final 14.x cumulative actuals from QB
Who Provides
provides Shlomo — All sale terms, staging decision, agent selection
Who Captures / Where
captures Mark — Files closing docs to Dropbox (buying/selling docs path)
captures Edmar — Enters all P4 costs in QB (96.x, 92.x actuals)
stores QB — All P4 actuals; final per-property P&L available here
stores Cost Library — P0–P4 actuals by cost code feed vg_cost_library
Unlocks
  • Final per-property P&L: sale price − all cost codes
  • Actual vs. estimated variance by WO
  • Cost library updated — actuals sharpen P0 estimates on the next property
If Incomplete
Final P&L is inaccurate. Variance analysis impossible. The cost library is never updated — future P0 estimates stay at the same confidence level regardless of how many projects are completed.
§ 06 · Feedback Loop
The Circle Closes — actuals become the next estimate

The value of this system compounds over time. When P4 actuals are fully captured at the cost-code level, they update the cost library — which makes the P0 estimate on the next property more accurate. A more accurate P0 estimate means a tighter pre-approved budget. A tighter pre-approved budget means Andrew's compliance gate during construction is faster and more reliable — he's checking invoices against scope he already approved, not making fresh judgment calls. Faster compliance means cleaner AP. Cleaner AP means better vendor relationships and better cash flow.

This only works when every phase's data is complete. A single phase with missing grade decisions or unrecorded actuals breaks the chain.

P4 actuals complete → Cost library updated → P0 estimate accurate → Pre-approved budget tight → Compliance gate fast → AP flows cleanly → Cash flow predictable → Better acquisitions ↩
The two highest-leverage inputs across all phases: sqft_above_grade (appears in nearly every construction formula) and owner grade decisions (largest cost multiplier in P2 and P3). These two determine estimate accuracy more than any other variables.
VG Home Buyers LLC · Property Data Lifecycle · 2026-05-06 · Internal reference — owner & PM · paired with capture-forms + intake-variable-registry