Standard folder template for all VG renovation/flip properties. Every deal receives exactly this structure in Dropbox at setup. Folder names, sub-folder conventions, and file naming patterns below are confirmed from two completed deals and apply to all active properties.
Buying/
├── 0. Archive/ ← superseded offers, earlier P&S drafts
├── [loose files at root] ← Stage 1 / pre-contract discovery docs (see below)
├── Legal/
│ ├── 0. Archive/ ← drafts, superseded HUDs, templates
│ ├── [YYYY.MM.DD_P&S Agreement_Fully Executed.pdf]
│ ├── [YYYY.MM.DD_Title Binder.pdf]
│ ├── [YYYY.MM.DD_ALTA_Fully Executed.pdf]
│ ├── [YYYY.MM.DD_HUD_Final.pdf]
│ ├── [YYYY.MM.DD_Deed.pdf]
│ ├── [YYYY.MM.DD_Owner's Policy of Title Insurance.pdf]
│ └── [other closing docs]
├── OPRA/
│ ├── [YYYY.MM.DD_OPRA Request_Submitted.pdf]
│ ├── [YYYY.MM.DD_OPRA Response_From [Name]_[result].pdf]
│ └── OPRA Request Language.txt ← standing template (both properties)
└── Stage 2/
└── [YYYY.MM.DD_Deal Analyzer.xlsm] ← financial model, updated throughout project
Documents received before P&S execution are not sub-filed — they land directly at the Buying/ root. Standard Stage 1 docs:
After P&S execution, buyer's and seller's attorneys exchange contract modifications for 3–5 days. VG files these as a numbered sequence in Buying/Legal/:
Standing templates in Legal/0. Archive/:
AR Letter TEMPLATE.docx · TEMPLATE OFFER TERMS.txt · General AR Preferences.txt
VG-submitted OPRA goes in Buying/OPRA/. Seller-provided OPRA documents (included with seller disclosures) go in Buying/Legal/. Seller-provided certificates (Smoke Certificate, Oil Tank Certificate) also land in Legal/.
Financing/
├── Legal Description.pdf ← standing property legal description
├── 1. [Primary Lender Name]/
│ ├── 0. Archive/ ← draft notes, payoff drafts
│ ├── 1. Loan Setup & Documents/
│ │ ├── [YYYY.MM.DD_Promissory Note_$Xk_Signed & Notarized.pdf]
│ │ ├── [YYYY.MM.DD_Mortgage_$Xk_Signed & Notarized.pdf]
│ │ ├── [YYYY.MM.DD_Heter Iska_Signed.pdf] ← if applicable
│ │ ├── [YYYY.MM.DD_Recorded Mortgage.pdf]
│ │ ├── [YYYY.MM.DD_Discharge of Mortgage_Signed_Notarized.pdf]
│ │ └── [YYYY.MM.DD_Payoff Confirmation Letter_Signed.pdf]
│ └── 2. Statements/
│ ├── [YYYY.MM_Statement_Initial.pdf]
│ └── [YYYY.MM.DD_Payoff Statement_$X_Final.pdf]
└── 2. [Secondary Lender Name]_$Xk/ ← name includes loan amount
├── 0. Archive/
├── 1. Loan Setup & Documents/
└── 2. Statements/
When a lender's primary docs are stored under another property's folder (same lender arrangement spans multiple deals), the folder is named [Lender]_SEE [Other Address] FOR DOCS.
Management & Rehab/
├── Insurance/
│ ├── Insurance Companies.txt ← running list of insurers used
│ └── SIP_Active/
│ ├── 0. Archive/ ← superseded quotes, old policies
│ ├── [YYYY.MM.DD_ACORD Form_Signed.pdf]
│ ├── [YYYY.MM.DD_Fee Agreement_$100_Signed.pdf]
│ ├── [YYYY.MM.DD_SIP_NJ Affidavit_Signed.pdf]
│ ├── [YYYY.MM.DD_No Known Losses_Signed.pdf]
│ ├── [YYYY.MM.DD_SIP Certification of Effort.pdf]
│ ├── [YYYY.MM.DD_Inspection Report_Policy# X.pdf]
│ ├── [YYYY.MM.DD_Recommendation Letter_Policy# X.pdf]
│ └── [YYYY.MM.DD_Active Policy Docs_Policy# X.pdf]
├── VGHB Insurance Requirements.pdf ← VG's vendor COI requirements (standing)
├── Permits-Approvals-Township/
│ ├── Garfinkel/ ← architect approval letters
│ ├── [YYYY.MM.DD_Construction Permits Application_Submitted.pdf]
│ ├── [YYYY.MM.DD_Permit Inspection Request_[Trade]_[Type].pdf]
│ ├── [YYYY.MM.DD_Approval for [Trade]_[Milestone].pdf]
│ ├── [YYYY.MM.DD_Not Approved_[Trade]_[Milestone].pdf]
│ └── [YYYY.MM.DD_Certificate of Occupancy.pdf]
├── Property Taxes/
│ ├── [YYYY.MM.DD_Tax Schedule_$X.pdf]
│ ├── [YYYY.MM.DD_Tax Payment Receipt_$X_PAID.pdf]
│ └── [YYYY.MM.DD_Delinquent Tax Notice_$X.pdf]
├── Punch-List-Checklist-Desc.docx ← standing punch list template
├── SOW [Address]/ ← construction project folder (see below)
│ └── ...
├── Utilities (Elec, Gas, Oil, Water & Sewer)/
│ ├── Things to do if the bill is unusually high.txt
│ ├── Utilities Intake Form_[date]_Updated.docx
│ └── [Provider Name]/
│ ├── [YYYY.MM.DD_Move In Welcome Letter.pdf]
│ ├── [YYYY.MM.DD_Billing Statement_$X.pdf]
│ └── [YYYY.MM.DD_Payment Receipt_$X_PAID.pdf]
└── Vendors/
├── _Vendor Folder [TEMPLATE-COPY AND PASTE]/
│ ├── 0. Archive/
│ ├── 1. Proposals & Quotes/
│ └── 2. APPROVED POs & Invoices/
└── [Vendor Name]/
├── 0. Archive/
├── 1. Proposals & Quotes/ ← pre-approval; unsigned or pending
└── 2. APPROVED POs & Invoices/ ← executed and paid
The Vendors/ folder holds proposals, quotes, invoices, and payment receipts. Signed vendor trade contracts (SOWs) are NOT here — they live in the Work Orders subfolder inside SOW [Address]/. See Work Orders section below.
SOW [Address]/
├── 0. Archive/
│ └── [All SOW Categories.txt, SOW Checklist, archived surveys]
├── 1. Drawings & Plans/ ← all IHA-produced plan sets
│ ├── 1. Site, Architectural & Surveys/
│ │ ├── 0. Archive/
│ │ ├── [YYYY.MM.DD_Property Survey.pdf]
│ │ ├── [YYYY.MM.DD_Architectural Plans_Final.pdf]
│ │ ├── [YYYY.MM.DD_Floor Plan & Elevations.pdf]
│ │ ├── [YYYY.MM.DD_Window & Door Schedule_FINAL.pdf]
│ │ └── [YYYY.MM.DD_Utility Plan.pdf]
│ ├── 3a–3d. [Plan Type] Plans/ ← MEP + specialty; numbering varies per deal
│ │ ├── 0. Archive/
│ │ ├── 1. In-Progress-Archive/ ← versions pending Shlomo's review
│ │ │ └── 0. Archive/ ← older in-progress versions
│ │ └── 2. Approved-FINAL/ ← approved, ready to send to trade
│ ├── 5. Cabinet, Trim, & Closet Plans/
│ │ ├── 1. Measurements & Drawings/
│ │ │ ├── 0. Archive/
│ │ │ ├── 1. In-Progress-Archive/
│ │ │ │ └── 0. Archive/
│ │ │ ├── 2. Approved-Final/ ← "Approved for Printing" versions
│ │ │ └── [YYYY.MM.DD_FM's Measurements/] ← FM field photos
│ │ └── 2. Material Lists_Ready to Submit Order/
│ │ ├── 0. Archive/
│ │ └── [YYYY.MM.DD_[Room]_Materials List.pdf/docx]
│ └── 6. Tile Plans/
│ └── 1. In-Progress-Archive/
├── 2. PMs Notes & PM Workbooks/
├── 3. Finishes & Selections/ ← VG internal finish reference docs
│ ├── [YYYY.MM.DD_Tile Finishes Schedule.pdf]
│ ├── [YYYY.MM.DD_Light Fixtures.pdf]
│ ├── [YYYY.MM.DD_Master Bathroom Finishes.pdf]
│ ├── [YYYY.MM.DD_Nonmaster Bathroom Finishes.pdf]
│ ├── [YYYY.MM.DD_Paint Schedule.pdf]
│ └── [YYYY.MM.DD_Tile Selection.pdf]
└── [2. Material Lists & Work Orders/ OR 4. Work Orders/]
└── [YYYY.MM.DD_SOW_[Trade]_[Vendor]_Signed.pdf]
Folder 1 — Site, Architectural & Surveys (always)
Folder 5 — Cabinet, Trim & Closet Plans (always)
Folder 6 — Tile Plans (always)
Beverly: 3a=Framing, 3b=HVAC, 3c=Plumbing, 3d=Electrical
Dogwood: 3a=HVAC, 3b=Plumbing, 3c=Electrical
The 3x slots hold MEP + specialty plans — numbering depends on which trades generate plan sets for a given deal.
Plans that require iterative review (HVAC, plumbing elevations, cabinet/closet, tile) go through a versioning cycle:
1. IHA creates plan → YYYY.MM.DD_Name_V1_Pending Review.pdf → lands in 1. In-Progress-Archive/
2. Shlomo reviews → revisions requested → IHA updates → V2, V3… in same folder; older versions move to 1. In-Progress-Archive/0. Archive/
3. When approved → renamed to YYYY.MM.DD_Name_Approved for Printing.pdf → moves to 2. Approved-FINAL/
"Approved for Printing" is the locked-and-ready status label. It signals the plan can be sent to the cabinet/millwork fabricator or trade for execution.
Beverly: 2. Material Lists & Work Orders/
Dogwood: 4. Work Orders/
The naming evolved. Current standard is the numbered Work Orders subfolder.
YYYY.MM.DD_SOW_[Trade]_[Vendor Name]_Signed.pdf
Change orders append a CO number:
YYYY.MM.DD_SOW_ CO# 1_[Trade]_[Vendor]_Signed.pdf
Mark enters the payment schedule from each signed SOW into VPT.
Pictures & Videos/ ├── [dated photo sets, labeled by phase / milestone] └── [video walkthroughs]
Selling/
├── 0. Archive/
│ └── [superseded contracts, earlier versions]
├── Legal/
│ ├── 0. Archive/
│ │ └── [superseded contracts, earlier HUD versions]
│ ├── [YYYY.MM.DD_P&S Agreement.pdf]
│ ├── [YYYY.MM.DD_Exhibit B_Scope of Work for Buyers.pdf]
│ ├── [YYYY.MM.DD_Seller's CD_Updated.pdf]
│ ├── [YYYY.MM.DD_Buyer's Appraisal Report.pdf]
│ └── [YYYY.MM.DD_HUD_Final.pdf]
└── Offers/
└── $Amount – Buyer Name – Agent Name/
├── [YYYY.MM.DD_Offer.pdf]
├── [YYYY.MM.DD_Offer Letter.pdf]
└── [YYYY.MM.DD_Proof of Funds.pdf]
Exhibit B (attached to the Selling P&S) is VG's formal specification commitment to the buyer. It covers: materials, finishes, fixtures, buyer-selectable items, deadline for selections, punch list rights, and post-construction cleaning. Dogwood's was 19 pages.
Distinct from the internal Finishes & Selections docs in SOW [Address]/3. — those are VG's working reference; Exhibit B is the buyer-facing commitment.
The Seller's CD has multiple dated versions as the final number refines (use the _Updated.pdf suffix pattern). The version without "_Updated" in the filename is the original; the final used at closing is the most recent _Updated version.
Superseded documents move to 0. Archive/ within the same folder — not deleted, archived in place. Every folder that receives iterative documents has an 0. Archive/ subfolder at its root.
All files use the pattern: YYYY.MM.DD_Document Name.pdf
The date prefix enables sort-by-date within any folder. For in-progress plan files, status suffixes are appended: _V1_Pending Review or _Approved for Printing.