Create one property record for each site
List every address, the on-site contact, property type, requested surfaces, target timing, and whether the site is occupied. Label every photo set by address so a close view from one property is not mistaken for another.
- Address and primary site contact
- Required surfaces and optional alternates
- Wide photos for scale and close photos for condition
- Operating hours, access rules, and deadline
Separate the common standard from site differences
A portfolio may share a general cleaning objective, invoice contact, and reporting format while each property has different materials, staining, landscaping, drainage, tenants, and access. The scope should show both levels.
Do not assume that a service approved at one address automatically fits another. Roofs, coatings, damaged materials, large parking areas, or unusual access still need property-specific evaluation.
Set priorities and an approval path
Identify must-do sites, optional sites, acceptable sequencing, firm deadlines, and who can approve changes. A site walk may be useful for the most complex locations even when straightforward properties can begin from photographs and a written list.
The final written estimate should make the included sites and surfaces easy to reconcile with invoices and scheduling. Add new locations through the same review process instead of relying on a general portfolio description.