Fifty-plus Whistler properties. Hiring happening before contracts were signed, invoices going out without month-end review, and the owner as the single point of approval for ops, people, and AR. TradeBrain was brought in to put real workflows in place — so the business could keep growing without the owner reviewing every email.
Summit Hospitality cleans, stages, and stewards more than fifty short-term rentals across Whistler — Creekside, Upper Village, Nicklaus North, Greystone, and beyond. The roster was growing. The infrastructure underneath it wasn't.
By December 2025, the cracks were operational, not aspirational. New hires were being onboarded before contracts were signed. The hello@ inbox wasn't being systematically watched. Month-end invoicing went out without a review pass, so missing cleans and zero-charge line items rode through to the customer untouched. Payroll moved to the bookkeeper as loose notes. Hiring, AR sign-off, and client comms all funnelled to the owner — every single one of them.
The work itself was excellent. The business wrapped around the work needed the workflows.
The brief was simple: get Summit to a place where the owner could step out for a week and the operation wouldn't drift. TradeBrain designed it in this order, deliberately.
TradeBrain owns the monthly invoicing-review-to-collections loop end-to-end: month-end QC against Resort Cleaning, a daily e-transfer mark-as-paid SOP, and a structured overdue-follow-up cadence inside QuickBooks.
TradeBrain authored the service-agreement system and the new-client intake workflow. Three contract variants (Property Manager / Existing / New), a single source of pricing truth, and a five-step onboarding SOP from inquiry through Go-Live — each step anchored by a templated email.
TradeBrain runs Summit's hiring pipeline and drafts every employment agreement, from cleaner cohorts through the Operations Coordinator role and the in-progress Quality Control Manager hire. Daily Indeed triage now runs on a documented routine, not the owner's inbox.
Walked the inherited tooling — Resort Cleaning, Hostaway, Breezeway, Streamline, NestAide, QuickBooks, Slack. Identified the three highest-leverage gaps: invoicing review, contract management, and the absence of an operations second.
Drafted and signed 10+ cleaner employment agreements in a single January cohort — first time the company onboarded a wave with contracts in place before day one.
One document. Three invoicing tracks. Month-end made closeable. Daily e-transfer reconciliation handed to bookkeeping as a recurring task.
Drafted the role, ran the contract, and set 30/60/90 expectations against the new onboarding SOP. By end of April, the Coordinator was running the operating rhythm independently.
Q1 P&L reviewed live with bookkeeping — a first for the business. Quality Control Manager job description published, hiring in progress. Owner shifted from operator to reviewer.
Whatever stage of business you find yourself in — don't ever discount inviting in an outside perspective. A sounding board. A VA. A task maestro. A systems nerd. A friendly bearded man. Chad is quick to understand and listens well. Since the beginning of our engagement he has fit right in to helping us dial in our operations.
We work with owner-operators who've hit the ceiling of what one person can hold in their head. Operations management consulting and administrative support — the workflows, the contracts, the hires, the rhythm. All execution, no theatre.
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