Prepared for OCF Realty — ~3,000 units · AppFolio.
Prepared by David Laskin · PM Automations.ai · david@hyprassistants.com
Each build in this proposal is self-contained — start with one, add others later, or take the set. Every price is fixed; overruns are on the vendor.
A leak ran elevated water readings for half a year — each month matched the month before, so month-over-month review passed it
One City of Philadelphia water Excel with thousands of lines; estimated reads and high usage are invisible without line-by-line review
A small army of virtual assistants checks every incoming work order for a photo and chases tenants when it's missing
Multi-trade tickets are broken apart by hand so each vendor gets one work order — days lost aggregating and consolidating
Tenants file three or four overlapping work orders; closing one without explanation reads as work skipped
Every application is re-keyed into two separate screening systems, consolidated, and summarized by email — zero critical thinking required
| Where the money goes today | Annual cost |
|---|---|
| Undetected leaks & estimated-read exposureWater billing — One leak of the kind described on the call — elevated readings for 6–12 months that passed month-over-month review — caught on the first flagged bill instead · client's own incident (call) | $4,000–$18,000/yr |
| Work-order intake handlingVA + coordination time — Photo checks and chases, multi-trade splitting, and duplicate cleanup at an estimated 700–900 work orders/month, ~8–12 minutes of handling per order | $10,000–$24,000/yr |
| Application processingLeasing operations — Re-keying into two screening systems plus consolidation and a summary email, ~25–40 minutes per application at estimated volumes | $4,000–$9,000/yr |
| Left on the table, every year it stays manual | $18,000–$51,000/yr |
All figures are directional estimates, not guarantees, and sit expressly outside the satisfaction guarantee. All figures are directional estimates and are trued up against OCF Realty's actual volumes after the first month of live data.
| Build | Fixed price |
|---|---|
| Water Bill Intelligence (City of Philadelphia) Phase 1 — start hereEstimated reads and slow leaks hide inside a thousands-of-lines Excel; month-over-month review misses anything that matches last month. | $6,700 |
| Work-Order Photo Verification & Follow-Up Phase 1 — start hereEvery incoming work order is checked by hand for an attached photo, and tenants are chased one by one when it's missing. | $3,200 |
| ↳ Recommended Phase 1 — Water Bill Intelligence (City of Philadelphia) + Work-Order Photo Verification & Follow-Up | $9,900 |
| Multi-Issue Ticket Splitting (HVAC Auto-Split)A ticket listing three problems can't go to three vendors; staff loses days breaking work orders apart so each vendor gets one job. | $2,800 |
| Duplicate Work-Order ConsolidationTenants file three or four overlapping work orders; cleaning them up by hand — and explaining closures so tenants don't feel ignored — is constant PM touch-time. | $2,500 |
| Leasing Application Processing & SummaryA human re-keys every application into two screening systems, then consolidates and summarizes results by email — pure data-shuffling with no critical thinking. | $5,300 |
Fixed-price builds at AI-assisted speed — one price per build (the upper bound), and the signed price is final. The next slides walk each build; pricing options follow.
Each monthly City of Philadelphia water file is read line by line the moment it arrives. Every estimated reading is flagged, and every unit is checked against a dollars-per-unit baseline computed from the portfolio's own billing history — per unit, per bedroom, seasonally adjusted — so a leak that merely matches last month no longer passes. Each flag becomes a work order in AppFolio, and notifications go out automatically to both the owner and the tenant, with language written for each audience. The baseline sharpens as billing history accumulates.
The headache it kills: Estimated reads and slow leaks hide inside a thousands-of-lines Excel; month-over-month review misses anything that matches last month.
| Phase | Hours | Price |
|---|---|---|
| Phase 0 — AppFolio integration groundworkVerifies AppFolio Max API access and proves the write path for work-order creation and owner/tenant messaging — API where exposed, portal automation where not — before the build proceeds. | 6h | $1,058 |
| Phase 1 — Bill ingestion & flag engineExcel parsing, estimated-read detection, portfolio $/unit baseline from billing history (per unit / per bedroom, seasonal adjustment). | 12h | $2,116 |
| Phase 2 — Work orders & notificationsA work order per flag; automatic owner and tenant notifications, different language for each. | 12h | $2,116 |
| Phase 3 — Testing & hardening on live filesRun against real monthly files; tune thresholds; review false positives with the team. | 8h | $1,410 |
| Total — fixed | 38h | $6,700 |
Phase 0 is billed up front and non-refundable — feasibility work delivered before the build begins, outside the satisfaction guarantee on the software.
Every incoming tenant work order is checked for an attached photo and the details a technician needs. When something is missing, the tenant is messaged automatically, the reply is attached to the work order, and staff steps in only if the tenant goes quiet. The checking-and-chasing work done by hand today runs on its own.
The headache it kills: Every incoming work order is checked by hand for an attached photo, and tenants are chased one by one when it's missing.
One fixed price — overruns are on the vendor.
| Build (MVP) | 8h |
| Testing & edge-cases | 10h |
Tickets that bundle several problems are parsed into their trades. HVAC items always become their own work order instantly — the safe trigger — so an HVAC technician can be scheduled without waiting on manual cleanup. Any other candidate split is queued as a suggestion for one-click staff approval; the system never guesses beyond HVAC on its own.
The headache it kills: A ticket listing three problems can't go to three vendors; staff loses days breaking work orders apart so each vendor gets one job.
One fixed price — overruns are on the vendor.
| Build (MVP) | 7h |
| Testing & edge-cases | 9h |
When a tenant files several overlapping work orders, the system groups them, proposes a consolidation, and confirms with the tenant before anything is closed. The tenant receives a clear explanation of what was merged and why, so a closed ticket never reads as skipped work.
The headache it kills: Tenants file three or four overlapping work orders; cleaning them up by hand — and explaining closures so tenants don't feel ignored — is constant PM touch-time.
One fixed price — overruns are on the vendor.
| Build (MVP) | 6h |
| Testing & edge-cases | 8h |
Each application submitted through AppFolio is entered into both screening systems — credit and criminal — automatically. Results are consolidated with the application into a single summary and delivered by email, ready for a decision. The workflow is the same one running today, minus the re-keying.
The headache it kills: A human re-keys every application into two screening systems, then consolidates and summarizes results by email — pure data-shuffling with no critical thinking.
One fixed price — overruns are on the vendor.
| Build (MVP) | 14h |
| Testing & edge-cases | 16h |
An interactive preview of the platform this proposal describes — the modules below, populated with sample data, clickable end to end.
Every price below is fixed — if a build runs over its estimate, the overage is on the vendor. Payment is owed only against accepted checkpoints; work that does not do what this document says it does is corrected at no charge before its invoice is issued.
Everything is billed at the standard rate of $175/hour, as a fixed price per build.
One-time, owned in perpetuity. Invoiced against accepted milestones — the schedule follows on the next page. Includes three months of post-delivery support.
Lower cash up front — one setup payment on signing, then a flat ongoing monthly subscription with hosting, monitoring, and support always included. Cancel anytime.
At the conservative floor of the cost-of-doing-nothing table alone, the $9,900 Phase 1 pays for itself in about 7 months.
| Acceptance milestone | Value |
|---|---|
| M1 — Kickoff & integration verificationSigned acceptance received; system access confirmed and integration paths verified | $2,000 |
| M2 — Water Bill Intelligence (City of Philadelphia) liveAccepted running on live portfolio data against the criteria in the build table | $5,350 |
| M3 — Work-Order Photo Verification & Follow-Up liveAccepted running on live portfolio data against the criteria in the build table | $2,550 |
| Invoice | Amount |
|---|---|
| 1 — KickoffAcceptance of M1 (non-refundable) | $2,000 |
| 2 — Core liveAcceptance of M2 | $3,950 |
| 3 — FinalAcceptance of the final milestone and the full selected scope | $3,950 |
Invoices are net-15 and sum exactly to the $9,900 recommended scope. An optional build selected on the acceptance page adds its own milestone and invoice on the same terms. Under the subscription option, the setup payment is due at kickoff in place of this schedule.
| Build | Own it outright | Subscription (setup + /mo) |
|---|---|---|
| Water Bill Intelligence (City of Philadelphia) | $6,700 | $2,178 + $363/mo |
| Work-Order Photo Verification & Follow-Up | $3,200 | $1,040 + $173/mo |
| Multi-Issue Ticket Splitting (HVAC Auto-Split) | $2,800 | $910 + $152/mo |
| Duplicate Work-Order Consolidation | $2,500 | $812 + $135/mo |
| Leasing Application Processing & Summary | $5,300 | $1,723 + $287/mo |
Subscription: the build price carries a 30% service charge covering hosting, monitoring, and support — billed as 25% setup on signing plus a flat ongoing monthly. Bug fixes, troubleshooting, and a small monthly allowance of tweaks are always included. No fixed term; cancel anytime.
These third-party service costs are billed exactly at the provider's charge — no markup. Items marked volume-dependent scale with usage.
| Item | Est. monthly | Volume-dependent |
|---|---|---|
| Hosting, database & storage | $20–$45/mo | No |
| AI processing (bill parsing, ticket parsing, summaries) | $30–$90/mo | Yes |
| Email/SMS notification delivery | $10–$40/mo | Yes |
Confirming opens a pre-filled email to David Laskin recording the selection — the countersigned acceptance page in the accompanying document completes the engagement. Selections here are not binding.
The confirmation email is ready in the mail app — press send to deliver it.
Builds are selected and confirmed on the acceptance page accompanying this proposal — or interactively on the hosted version at proposal.ocfrealty.pmautomations.ai.
David Laskin · PM Automations.ai · david@hyprassistants.com · proposal valid through Mon, Aug 24, 2026
Future automations worth scoping once the builds above are live. Indicative only — expressly outside the signed scope, never on the acceptance checklist.
Violations detected the day they post against any property in the portfolio, each opening a work order automatically — the Philadelphia version of the violation tracking shown on the call.
$3,000–$8,000 indicative, non-binding
Calls answered, triaged, and filed as work orders around the clock without staff on the phone.
$5,000–$12,000 indicative, non-binding
Rent follow-ups by text, email, or voice with escalation to a human on broken promises — every contact logged against the ledger.
$6,000–$15,000 indicative, non-binding