Prepared for Residents Living — ~700 units · Rent Manager.
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.
After-hours calls land on maintenance staff's personal phones — and some get missed entirely.
A 2 AM lockout call reaches a manager who can't help until morning.
Sanitation tickets arrive for garbage that appeared after the super already cleaned — with no fast way to prove it.
Supers must photo-document every building on its DSNY schedule; a missed building surfaces only when a ticket does.
One coordinator hand-triages 30–40 maintenance tickets on busy days across Rent Manager and ManageGo.
Utility bills are hand-downloaded from per-building logins and re-keyed into Rent Manager — and a water leak ran up thousands before anyone noticed.
| Where the money goes today | Annual cost |
|---|---|
| After-hours coverage without a new hireAfter-hours maintenance line — An after-hours manager hire was under consideration; a 24/7 agent covers the line for the cost of minutes. · client's stated intent to hire (call) × market cost of after-hours coverage | $18,000–$30,000/yr |
| Sanitation fines prevented or dismissedDSNY / ECB tickets — Set-out-window and missed-building alerts prevent a share of tickets; time-matched photo and footage packets get wrongly-issued ones dismissed. · logic-based estimate; trued up against the portfolio's actual ticket history | $8,000–$18,000/yr |
| Utility bill handling redeployedBill download & re-keying — Hand-download and manual entry across per-building logins, est. 15–25 staff-hours/mo × market loaded clerical rate. · client-described workflow (call) × market loaded rate | $5,000–$9,000/yr |
| Leak & spike early detectionWater / utility anomalies — One undetected leak recently cost thousands; daily-usage monitoring catches the next one in days, not weeks. · client's own figure (call) | $3,000–$10,000/yr |
| Triage & dispatch hours redeployedMaintenance coordination — Auto-priority and area + job-load routing on 30–40-ticket days returns an est. 1.5–2 coordination hours/day × market loaded rate. · client's own volume figure (call) × market loaded rate | $8,000–$15,000/yr |
| Collections capacity multipliedLate-rent follow-up — The agent handles first-touch chase and promise-to-pay tracking; the planned collections role starts at escalations instead of first calls. · logic-based estimate anchored to the planned hire (call) | $6,000–$12,000/yr |
| Left on the table, every year it stays manual | $48,000–$94,000/yr |
All figures are directional estimates, not guarantees, and sit expressly outside the satisfaction guarantee. Each line is trued up against real portfolio data once ingestion is live.
| Build | Fixed price |
|---|---|
| After-Hours AI Maintenance Voice Agent Phase 1 — start hereAfter-hours calls landing on staff's personal phones — and the ones that get missed. | $4,200 |
| Sanitation Violation Defense & Super Compliance Platform Phase 1 — start herePaying sanitation tickets for garbage that appeared after the building was cleaned. | $10,500 |
| ↳ Recommended Phase 1 — After-Hours AI Maintenance Voice Agent + Sanitation Violation Defense & Super Compliance Platform | $14,700 |
| Unified Maintenance Intake & Smart DispatchOne person hand-triaging 30–40 tickets on busy days across two systems. | $9,800 |
| Utility Bill Automation & Spike DetectionHand-downloaded bills across per-building logins — and leaks that run for weeks unnoticed. | $6,300 |
| Tenant Late-Payment ChaseHundreds of first-touch late-rent conversations before a human one is actually needed. | $4,900 |
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.
A 24/7 agent answers the maintenance line after hours, trained on the office's own protocols — lockouts, heat, leaks, and every scenario in between. It gathers the caller's details, files a prioritized work order in Rent Manager (emergency, urgent, or standard), and texts on-call staff only when something genuinely can't wait until 7 AM. Daytime operations stay exactly as they are.
The headache it kills: After-hours calls landing on staff's personal phones — and the ones that get missed.
One fixed price — overruns are on the vendor.
| Build (MVP) | 11h |
| Testing & edge-cases | 13h |
Supers photo-document each building inside and out on its DSNY collection schedule, with set-out-window checks and same-day alerts when a building is missed. When a ticket arrives, the platform pulls the violation's exact date and time from the city's official records, matches it against the super's timestamped photos and camera footage, and assembles the dispute packet — clean at 10 PM, ticketed at 8:31 AM. A person approves every dispute before it is filed, and tickets that can't be won are flagged to pay before penalties escalate.
The headache it kills: Paying sanitation tickets for garbage that appeared after the building was cleaned.
| Phase | Hours | Price |
|---|---|---|
| Phase 0 — Super photo capture app + DSNY schedule syncPer-super daily route from the DSNY per-address schedule; timestamped photo sets inside/out; set-out-window and missed-building alerts. | 18h | $3,150 |
| Phase 1 — Violation ingestion & time-matchingNYC Open Data violations feed (exact date + time) as the primary source, Jack Jaffa alert emails as cross-check; auto-match to photo sets. | 16h | $2,800 |
| Phase 2 — Dispute packet assembly + review queueEvidence packet with timestamps; a person approves every dispute; unwinnable tickets are flagged to pay, not fought. | 14h | $2,450 |
| Phase 3 — Camera footage integrationTimestamp-bounded clip retrieval from the buildings' camera system; scope confirmed once the system is identified. | 12h | $2,100 |
| Total — fixed | 60h | $10,500 |
Every work order — phone, ManageGo, Rent Manager portal — lands in one queue, auto-prioritized so a 30-ticket morning sorts itself. Urgent jobs are routed by area and current job load and created as dispatches in Service Fusion, with the tenant kept in the loop on scheduling windows. The coordination role shifts from re-keying tickets to managing exceptions.
The headache it kills: One person hand-triaging 30–40 tickets on busy days across two systems.
One fixed price — overruns are on the vendor.
| Build (MVP) | 25h |
| Testing & edge-cases | 31h |
National Grid bills are retrieved, parsed, and posted to Rent Manager for the office to pay — ending the hand-download across per-building logins. NYC DEP water usage is monitored daily per building, and a spike outside a building's normal range raises an alert while it is still a plumber visit, not a five-figure bill. Detection sharpens as the system learns each building's baseline, and the build begins with a short access phase that inventories every login the portfolio holds.
The headache it kills: Hand-downloaded bills across per-building logins — and leaks that run for weeks unnoticed.
| Phase | Hours | Price |
|---|---|---|
| Phase 0 — Access research & credential onboardingInventory of National Grid and DEP logins across the portfolio; consolidation where the providers allow it. Scope of the remaining phases is confirmed at the end of this phase. | 8h | $1,400 |
| Phase 1 — Bill ingestion into Rent ManagerBills parsed and posted to the right building and GL, ready for the office to pay. | 16h | $2,800 |
| Phase 2 — Usage monitoring & spike alertsDaily water usage per building; alerts sharpen as each building's baseline accumulates. | 12h | $2,100 |
| Total — fixed | 36h | $6,300 |
Phase 0 is billed up front and non-refundable — feasibility work delivered before the build begins, outside the satisfaction guarantee on the software.
When rent goes unpaid past the grace period, the agent opens the conversation: it asks when payment is coming, records the promise-to-pay date in Rent Manager, and follows up automatically if the date passes. Payment plans are tracked installment by installment. Only non-responders and broken promises reach a person — so the collections role starts at the hard conversations, not hundreds of first calls.
The headache it kills: Hundreds of first-touch late-rent conversations before a human one is actually needed.
One fixed price — overruns are on the vendor.
| Build (MVP) | 13h |
| Testing & edge-cases | 15h |
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 60 days of post-delivery troubleshooting.
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 $14,700 Phase 1 pays for itself in about 4 months.
| Acceptance milestone | Value |
|---|---|
| M1 — Kickoff & integration verificationSigned acceptance received; system access confirmed and integration paths verified | $2,950 |
| M2 — After-Hours AI Maintenance Voice Agent liveAccepted running on live portfolio data against the criteria in the build table | $3,350 |
| M3 — Sanitation Violation Defense & Super Compliance Platform liveAccepted running on live portfolio data against the criteria in the build table | $8,400 |
| Invoice | Amount |
|---|---|
| 1 — KickoffAcceptance of M1 (non-refundable) | $2,950 |
| 2 — Core liveAcceptance of M2 | $5,900 |
| 3 — FinalAcceptance of the final milestone and the full selected scope | $5,850 |
Invoices are net-15 and sum exactly to the $14,700 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) |
|---|---|---|
| After-Hours AI Maintenance Voice Agent | $4,200 | $1,365 + $228/mo |
| Sanitation Violation Defense & Super Compliance Platform | $10,500 | $3,413 + $569/mo |
| Unified Maintenance Intake & Smart Dispatch | $9,800 | $3,185 + $531/mo |
| Utility Bill Automation & Spike Detection | $6,300 | $2,048 + $341/mo |
| Tenant Late-Payment Chase | $4,900 | $1,592 + $265/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 |
|---|---|---|
| Voice minutes + AI call processing | $60–$180/mo | Yes |
| Hosting, database & photo storage | $30–$60/mo | No |
| Bill parsing & document OCR credits | $30–$120/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.
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Builds are selected and confirmed on the acceptance page accompanying this proposal — or interactively on the hosted version at proposal.residentsliving.pmautomations.ai.
David Laskin · PM Automations.ai · david@hyprassistants.com · proposal valid through Tue, Aug 4, 2026
Future automations worth scoping once the builds above are live. Indicative only — expressly outside the signed scope, never on the acceptance checklist.
The agent answers routine tenant calls beyond maintenance — vacancies, payment methods, CVS/Walgreens barcode payment links sent by text — deflecting front-office volume.
$3,000–$8,000 indicative, non-binding
Tenants who text instead of calling file complete work orders — photos included — straight into the same unified intake queue.
$2,000–$5,000 indicative, non-binding